Office Operations Coordinator
About The Position
The Office Operations Coordinator provides administrative, operational, and project support to help ensure the efficient day-to-day functioning of the Tustin office. This role serves as a key resource for office operations, project administration, proposal support, and leadership coordination while helping maintain organized and effective business practices across the office. What makes this role unique is the opportunity to work across many aspects of the business. The Office Operations Coordinator will collaborate closely with project teams, accounting, business development, and office leadership while helping ensure the office operates efficiently and team members have the support they need to be successful. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced professional services environment.
Requirements
- Bachelor's degree or equivalent combination of education and relevant experience.
- 3+ years of experience in office administration, operations coordination, project coordination, or a related support role.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Demonstrated attention to detail and commitment to accuracy.
- Ability to work independently while collaborating effectively with multiple teams and stakeholders.
- Strong customer service mindset and professional demeanor.
Nice To Haves
- Experience supporting architecture, engineering, construction (AEC), consulting, or professional services organizations.
- Experience with project administration, document control, or construction administration processes.
- Familiarity with RFIs, submittals, meeting documentation, and project coordination practices.
- Experience supporting proposal preparation and client deliverables.
- Knowledge of HCAI documentation processes or healthcare project requirements.
- Experience with project accounting systems, invoicing coordination, or project setup activities.
- Experience coordinating office events, onboarding activities, and operational initiatives.
Responsibilities
- Coordinate day-to-day office operations to maintain an efficient and professional work environment.
- Manage office vendors, service providers, supplies, and facility-related needs.
- Coordinate workspace setup, office access, equipment requests, and first-day office logistics for new team members in partnership with Human Resources and hiring managers.
- Serve as a welcoming on-site resource for team members and visitors, helping to foster a positive office experience.
- Coordinate office meetings, events, training sessions, and team activities.
- Maintain office records, files, and administrative procedures.
- Provide administrative and organizational support to office leadership, including meeting scheduling, document preparation, and special projects.
- Assist project teams with document control and project-related administrative activities.
- Support the preparation, distribution, and tracking of project documents, including RFIs, submittals, meeting minutes, and action items.
- Maintain project records and assist with project documentation organization and filing.
- Coordinate internal project meetings and support follow-up communication and action item tracking.
- Assist with project compliance documentation and tracking requirements.
- Support HCAI documentation and form management processes as directed by project teams.
- Maintain organized records and documentation associated with project requirements and regulatory submittals.
- Assist with the preparation and coordination of proposals, qualifications packages, and client deliverables.
- Support marketing and business development efforts through document preparation, formatting, and information gathering.
- Help maintain project and company information used for proposals and presentations.
- Support project setup and administrative activities within company systems.
- Assist with invoicing coordination, project tracking, and record management.
- Maintain accurate project documentation and supporting records.
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and company holidays
- Wellness programs and employee assistance resources
- Professional development support
- performance-based bonuses
- equity participation
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
