Operations Coordinator

Job Summary

The Operations Coordinator provides administrative and project support to the Tenby Construction team.

Essential Job Duties

Support the Operations Manager, including:

Create and manage new job files and databases in SharePoint, Smartsheet, Procore, and Foundation

Create change orders at the direction of Project Managers

Ensure vendor and subcontractor insurance coverage meets company requirements by obtaining and maintaining insurance certificates, Ohio BWC certificates, and W-9s, and updating records in Foundation and Procore

Create, distribute, and collect conditional and unconditional lien waivers as needed for Tenby Construction invoices and payables

Maintain and update vendor and contractor lists

Create contracts for owners and purchase orders and contracts for subcontractors, as well as support accounting needs as assigned

Maintain team mileage, time, credit card, and phone account records, and report to Accounting monthly

Assist Accounting with the annual insurance audit

Maintain filing and organization of all documents in SharePoint (Company Documents/Project Documents)

Generate reports, documents, and correspondence as needed

Serve as admin user for Foundation, Procore, Smartsheet, Excel, Outlook, and SharePoint

Perform other duties as assigned to support the success of the company

Skills, Education and Experience

High school diploma/GED required; some college coursework preferred

Knowledge of or experience in the construction industry preferred

2+ years of administrative assistant experience preferred

Proficient with Microsoft Word, Excel, PowerPoint, and Outlook

Strong administrative and customer service background required

Ability to maintain confidentiality and discretion

Self-motivated, with the ability to work unsupervised and prioritize workload

Strong organizational skills

Ability to work well both independently and within a team environment

Able to adapt quickly to changes in a fast-paced environment

Ability to access areas where needed people, information, and equipment are located

Ability to competently use work-related equipment and materials

Ability to recall information (e.g., policies and procedures) or locate resources to find information as needed

Ability to shift between two or more tasks as needed

Cooperative, team-oriented, and calm under pressure

Ability to produce results in an autonomous environment within company guidelines, with the flexibility to identify and respond to changing priorities

Self-motivated with a strong sense of urgency