Operations Coordinator - Executive Assistant

Dowbuilt • Austin, TX

4d • $60,000 - $85,000 • Hybrid

About The Position

We’re hiring an Operations Coordinator-Executive Assistant to provide regional-focused support designed to improve operational administrative coordination, strengthen communication and organization across the region, and create bandwidth capacity for the Regional Principal. This role directly assists the Regional Principal and serves as a key liaison between Dowbuilt operational departments and the Region. This position requires the utmost professionalism: self-direction, anticipation, adaptability, clear communication and discretion. Most importantly, this position drives a positive, high-performing office culture and skillfully supports external partner relationships. It is an essential component of the Operations Coordinator + Executive Assistant role to continuing longstanding company traditions and values for our current employees, while fostering a supportive and unique culture for this growing team. This role functions as a trusted operational partner to the Regional Principal and proactively engages the appropriate department heads in Dowbuilt’s Seattle office for emerging operational needs.

Requirements

• Minimum of 3 years’ office management, administrative, or executive assistance experience required
• Bachelor’s degree in business administration, human resources, or related field OR equivalent professional experience
• MS Office Suite expertise required
• Ability to work effectively from home, office, jobsite or remotely while traveling
• Ability to work between the hours of 8 am and 4:30pm PST and flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting and industry events, and to support Dowbuilt employees in the region
• Must be highly proficient in basic technology including MS Office Suite
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company
• Self-directing, ability to work autonomously; adapt quickly and effectively to changing circumstances.
• Must comply with Dowbuilt’s drug and alcohol policy
• Must pass a criminal background check and pre-employment drug screen
• U.S. work authorization

Nice To Haves

• Bilingual English/Spanish is preferred
• Smartsheet strongly preferred
• Experience with web-based solutions such as Smartsheet, Egnyte, Slack and Fieldwire
• Excellent resourcefulness and problem-solving skills
• Business acumen - including strong problem-solving skills, critical thinking and willingness to be vocally self-critical
• Ability to handle sensitive, private and confidential information
• Motivated, dependable, honest and trustworthy
• Operate with a high level of integrity and emotional intelligence
• Establish and maintain effective relationships with management, employees, vendors, and public
• Flexible and adaptable: the ability to switch gears and balance multiple priorities effectively

Responsibilities

• Support Regional Principal in managing schedule, priorities, action items, and appointments; ensure Regional Principal meets deadlines and commitments
• Prepare meeting materials such as agendas, information packages, follow-up items, and notes
• Administrative duties and projects for Regional Principal as needed
• Track business development activities and opportunities and keep key personnel updated on progress
• Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours, architect visits, client lunches, industry events, and gifts
• Book Regional Principal travel arrangements, including but not limited to flights, rental cars and accommodations/services, reservations, etc.
• Collect, code and submit receipts/invoices for expenses, reports and reimbursements
• Build social and work events that enhance cultural awareness, training and learning opportunities
• Ensure our employees have the tools and necessities to create an optimal office working environment, in office or remote
• Recognize regional employee birthdays, milestone anniversaries, and other celebratory events
• Support communication and follow-up between regional field teams and operational departments
• Manage reception and entry areas to ensure an “always-ready and welcome” presentation via in-person communication, signage, cleanliness, organization and professional image for Dowbuilt
• Manage all daily shipping/receiving activities – including tracking and coding outgoing shipments and maintaining relationships with service providers
• Manage magazine, newsletter and other publication subscriptions for region’s various offices/facilities
• Order supplies related to business development, marketing and other events as needed; organize, and code all related expense invoices
• Coordinate and schedule regular office maintenance, cleaning, services and repairs
• Manage all office furniture requests, orders and maintenance and returns
• Develop awareness and proactive management of regional and office budgets & expenses
• Support the Facilities/Equipment Manager with various needs/requests when time allows (e.g., warehouse, office, equipment and vehicle tracking, assignments, registration, service, invoicing, transport, etc.)
• Serve as regional IT point person for initiatives, maintaining office IT products (e.g. printers), and other requests as needed
• Assist with basic IT issues/needs from employees; submit Assist tickets as appropriate on behalf of employees
• Work with IT help desk to ensure new office-based employees are set up with phone, docking station, monitors, etc. before their first day
• Maintain Regional training laptops
• Provide support to Project Teams that are setting up and running temporary site offices, as needed
• Serve as regional Marketing point person for initiatives and other requests as needed
• Run regional Dowbuilt events and volunteering, working with National Marketing and Events Coordinator
• Coordinate local content for The Level and all company meetings
• Maintain regional client and partner contact information
• Coordinate local communications and staff meetings
• Request regional stationery and business cards
• Support employee’s access to branded items, including apparel, jobsite signage, and office signage
• Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events
• Ensure activities are Dowbuilt brand appropriate by working with Marketing team
• Client and vendor gift support, including the annual New Years gift
• Serve as regional HR point person for initiatives and other requests as needed
• Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
• Complete I-9 verification for field and office hires across region, as needed
• Provide employee separation process support, as needed
• Schedule pre-employment drug screens with local providers and coordinate details with new hires, as needed
• Support communication and follow-up for employees with HR needs, directing to appropriate HR Team member, and showing employees where HR information is posted
• Monitor and follow up with regional team members on outstanding HR training requirements
• Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success, as needed

Benefits

• Competitive pay commensurate with skills and experience
• 100% paid medical, dental, vision, and $50k in basic life insurance for full-time employees (35% Medical coverage for dependents), first of the month following DOH
• 401(k) retirement savings plan with employer profit sharing contribution
• Company-paid short-term disability policy for all full-time employees
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO)
• Mentorship and career development opportunities
• Annual discretionary bonus
• Opportunities for travel, if desired

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level