Operations & Administrative Coordinator

Job Description

Operations & Administrative Coordinator

Company: VASE Construction

Industry: Construction • Real Estate • Architecture • Engineering

Type: Part-TimePosition

Location: 250 Sargent Drive, New Haven, CT 06511

Position Summary

VASE Construction is seeking a highly organized and proactive Operations & Administrative Coordinator to support day-to-day operations across construction projects, office administration, HR coordination, and real estate/property management activities. This is a hands-on, execution-focused role requiring a self-sufficient, detail-oriented professional with construction and/or real estate experience who can independently perform tasks (not delegate) and step in immediately with minimal oversight.

Key Responsibilities

1. Calendar & Communication Management- Manage calendars, coordinate meetings, and support internal and external communications.

2. Contracts & Document Execution- Prepare, manage, and execute contracts and documents via DocuSign.

3. Document Management & Filing Systems- Maintain organized and up-to-date filing systems across Google Drive, Procore, and Microsoft Office 365.

4. Company Compliance & Registrations- Manage company filings, registrations, certifications, licenses, and insurance requirements.

5. Insurance, Bonding & Reporting - Maintain insurance and bonding documentation and assist with annual filings and reporting across all entities.

6. External Coordination- Coordinate and compile documentation for lenders, clients, and regulatory agencies.

7. Human Resources Support- Coordinate onboarding for new hires, assist with employee benefits administration, and prepare HR-related correspondence and internal policies.

8. Project & Operations Support- Set up and maintain projects in Procore, Google Drive, and Office 365; assist with permit applications and project startup; coordinate office and jobsite logistics (cleaning, trailers, internet, cameras, etc.); and prepare subcontract agreements and supporting documentation, including DocuSign execution.

9. Property Management Support- Coordinate tenant communications, work orders, lease payments/renewals, and pest control services.

10. Bidding, Preconstruction & Outreach Support- Identify and track bid opportunities (CT Source, PlanHub, etc.); coordinate bid documents, drawings, and addenda; assist with proposal and RFP preparation; support subcontractor outreach and bid coordination (Pipeline, PlanHub); track and follow up with vendors and subcontractors; prepare and submit bond requests; review marketing content; and register for and attend industry events.

11. Assist with other administrative tasks as needed.

Qualifications

1. 6+ years of experience in administrative, operations, or coordination roles

2. Experience in construction, real estate, or a related industry strongly preferred

3. Ability to work independently and execute tasks without step-by-step supervision

4. Strong organizational, multitasking, and problem-solving skills

5. Proficiency in Microsoft Office, Google Workspace, Procore, and general business software

6. High level of professionalism, reliability, and attention to detail

7. Familiarity with bidding platforms (Pipeline, PlanHub, CT Source, etc.)

8. Exposure to property management and tenant coordination

9. Familiarity with prevailing wage and certified payroll processes

Compensation & Benefits

● Salary: Commensurate with experience

● Professional attire allowance

● Opportunity to lead and improve company-wide processes across diverse projects

● Direct exposure to senior leadership in a collaborative environment

● Clear path for growth into senior leadership roles

● Work on high-profile, mission-driven projects

This position has the potential to transition into a full-time role. Upon full-time status, the following benefits will apply:

● Performance-based annual bonus potential

● 50% Employee Medical; 100% Dental, Vision, and Life Insurance

● Retirement Plan with company contribution (eligibility based on tenure)

● Vacation / Paid Time Off (PTO): 15 days annually

● 23 paid holidays, including Christmas through New Year’s break

● Company-provided work equipment (laptop, software, and necessary tools)

● Company-issued AMEX card for approved business-related expenses, including travel, gas, and training

About VASE

VASE Management LLC is a Connecticut-based construction management and real estate development firm delivering complex projects for hospitals, municipalities, nonprofits, and private developers. Our work is driven by precision, transparency, and a commitment to building with purpose.

Join a growing firm with a strong pipeline of impactful projects, where you will work directly with leadership, influence company growth, and help shape systems, processes, and operational excellence. We are a team that values precision, accountability, and collaboration.

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