Operations Coordinator
Contract to hire
Operations Coordinator
This role is integral to our engineering and management firm, providing essential, industry-leading support to both internal and external clients, as well as to our office and management team.
Schedule and Location:
This role is integral to our engineering and management firm, providing essential, industry-leading support to both internal and external clients, as well as to our office and management team.
Schedule and Location:
- Initially, full-time, on-site presence is required from 8 AM to 5 PM, Monday through Friday.
- A hybrid work schedule may be considered upon demonstrating satisfactory performance across all job functions and when the specific business need for in-person attendance is met.
Key Responsibilities:
- System & Financial Management: Manage internal operational systems, including financial platforms (QuickBooks, Accounts Payable/Receivable, Payroll), project management tools (Monograph, SmartSheet), and professional networking platforms (LinkedIn).
- Talent & HR Support: Oversee the onboarding process for new employees, track current employee training and certifications, and support recruiting efforts internally and with external vendors.
- Sales & Vendor Relations: Provide administrative support to the sales process, including contract and bid creation. Manage external vendor relationships, including coordinating trade show materials and conducting vendor comparisons.
- Administrative & Office Operations:
- Coordinate travel, itineraries, and expense reports.
- Follow up on invoicing.
- Prepare meeting agendas, record minutes, and manage action items.
- Handle confidential and sensitive documentation.
- Serve as a liaison between departments, clients, and vendors.
- Ensure document formatting consistency and maintain internal document libraries.
- Manage and purchase office inventory and supplies.
Qualifications:
- Associate's degree in a management, financial, administrative, or related field (significant years of relevant experience may be substituted for a degree).
- 4+ years of experience in operations or administration.
- Thorough knowledge of financial and administrative systems in a fast-paced business environment.
- Strong understanding of recruiting, HR, sales, marketing, and external operations processes.
- Must be a self-starter, comfortable working independently and as part of a team.
- Exceptional organizational skills with the ability to manage multiple responsibilities simultaneously.
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