Office & Operations Coordinator

Total Fire Protection•Sarasota, FL

3d•Onsite

About The Position

The Office & Operations Coordinator provides administrative and operational support for construction projects and daily office activities. This position manages project documentation, permitting, billing support, fleet administration, onboarding assistance, and coordination with project managers to support efficient branch operations.

Requirements

High school diploma or equivalent required.
2+ years of administrative, operations, or construction office experience.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Strong organizational, communication, and multitasking skills.
Attention to detail and ability to manage multiple priorities.

Responsibilities

Scan, track, and organize pick tickets and material receiving documentation.
Maintain purchasing and project folders for new construction projects.
Assist Project Managers with project documentation, reports, and job costing information.
Support preparation of proposals for tenant improvement (TI) projects.
Provide W9 and Certificate of Insurance to all new customers.
Set up new Sage jobs and create job numbers.
Prepare and submit permit applications.
Assemble and distribute project submittal packages.
Track permit status and maintain related project records.
Process monthly billing and maintain supporting documentation.
Assist with project-related financial tracking and job costing.
Maintain monthly truck inspection records.
Track vehicle maintenance schedules and service requirements.
Coordinate vehicle repairs and maintain fleet records.
Assist with onboarding new employees.
Coordinate new hire paperwork and required documentation.
Support employee recordkeeping and administrative HR functions.