Operations Coordinator

Position Summary
The Operations Coordinator/Receptionist is responsible for assisting multiple managers, including the Operations Manager, with administrative duties associated with business applications and specific projects, as needed.

Duties & Responsibilities
Administrative/Reception Duties

Provide and maintain meeting minutes for all staff meetings, as needed
Complete inventory control for office needs
Answer phones and greet visitors
Incoming/Outgoing mail, faxes, filing, UPS
May assist with event coordinating, travel arrangements & reservations
Work with vendors to maintain office equipment
Liaison to Payroll and HR
Coordinate regional marketing materials, advertisements, SWAG, etc. with Marketing
Copying and printing, as required
Assist project teams in project set-up and filing, as required.
Help procure finish and hardware samples.
Champion for ISEC values and culture, works with all levels to develop a positive employee culture.

Document Control

Prepare Bid documents, prequalification’s and GC subcontractor information forms.
Manage and maintain contracts.
Assist PM team in preparing various internal reports and outgoing documents.
Assist PM team with supporting documents for Billing, A/R, CPR’s.
Assist PM team with preparation of timecards, COP’s, T/M tickets for other document submissions.
Assist PMs to submit monthly payment applications with project required paperwork.
Keep accurate billing log and projections.
Assist PMs in all collections. Report/Update all collections issues to ISEC A/P Dept. and OMs.
Track, follow up and insure documents such as vendor/subcontractor amendments, bonds and releases have been received, executed, and logged.
Assist Project Engineer in preparing transmittals, submittals, and release checklists for releases to vendors for manufacturing.
Prepare operation and maintenance manuals, guarantees and submit in accordance with specification requirements on each project.
Assist PMs with O&M Manuals.
Prepare and submit all close-out documentation in accordance with specifications requirements on each project.
Issue Guarantees/Warranties to Contractor and receive them from our Subcontractors.
Follow up to obtain returned Copies Signed POS/CA’s and Audit Contract Files.

Data Entry

Update/maintain Prolog/Excel/Operations Workbook.

Maintain electronic folders.
Maintain contract documents and drawings.

Manage and update Deltek application.
Bluebeam, Prolog, PlanGrid and other various data entry.
Code and research invoices.
Cost to Complete entry.
Log in all new Prime Contracts into document control system.

Other Duties
Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Preferred Qualifications (in addition to minimum qualifications)
Education/Experience

Associate degree or above
Two or more years Construction Industry experience in an administrative role – i.e. Project Coordinator, Project Assistant or Contracts Administrator
At least two years receptionist experience

Knowledge/Skills

Some exposure to and ability to read plans and specifications
Highly proficient in Microsoft Office Suite
Document Control Applications, i.e. Prolog, Plan Grid or similar

Minimum Qualifications
Education/Experience

High School diploma or equivalent
One or more years in an administrative role in the construction industry
One or more years receptionist experience

Knowledge/Skills

Must have excellent knowledge of Microsoft office; specifically Excel, Word and PowerPoint, PlanGrid
Able to prioritize and multi-task
Strong written and verbal communication skills
Strong organizational and time management skills
Experience in assisting multiple departments

Customer Service Skills:

Demonstrates commitment to deliver outstanding service – both with internal and external customers
Takes ownership to personally resolve customer problems (or find someone who can)
Listens well, asks clarifying questions, and checks for agreement with customers
Committed to following-up with customers in all instances in a timely manner
Strong sense of accountability - ensures that you will do what you say that you are going to do
Creates a personal connection with customers – smiles, warm greetings, acts friendly and
respectful
Positive attitude