Operations Coordinator

OWN • Springfield, MO

14d

About The Position

Operations Coordinator OWN, Inc. is an engineering firm that believes in the power of employee-ownership. Our talented team builds futures while helping shape the built environment across the country from our offices in Missouri, Kansas, and Arkansas. We serve the Private Development and Public Infrastructure markets with core offerings of Civil Engineering, Land Surveying, and Field Services. No matter the project or scope, our clients enjoy problem-solving and service that goes beyond the expected. We are looking for an Operations Coordinator to join our Springfield, MO Team. Responsibilities Deliver the OWN Experience every day by focusing on what drives our success—Clients, OWNers, Safety, Quality, and Financial Health. Support the goal of keeping billable staff focused on client work by managing daily office needs and administrative tasks. Provide reception duties, including greeting and directing guests, and answering phones. Oversee office facilities, utilities, and equipment maintenance to ensure all systems are functioning properly. Manage local office operational budgets and identify cost-saving opportunities. Manage mailing, shipping, supply inventory, and general office logistics. Handle payments received in-office or by phone. Coordinate vendor relationships, perform annual vendor audits, and support fleet management activities. Maintain organized digital and physical filing systems for operations records and documentation. Maintain HR and safety compliance, including documentation and labor law posting requirements. Facilitate safety compliance and lead local safety drills (tornado, fire, active shooter). Serve as the primary liaison with property management and facility service providers (lawn care, snow removal, pest control, etc.). Maintain a safe, clean, organized, enjoyable, fun, and appealing office environment. Manage food, drink, and kitchen supplies to maintain a well-stocked environment. Provide billing assistance, expense tracking, and budget support for the local office. Process and review expense reports to ensure accuracy before submission. Plan and coordinate local office events, celebrations, and culture-building activities. Assist with company-wide event initiatives. Act as the main point of contact for employee office-related requests or concerns. Coordinate with the Operations Specialist on furniture needs and large purchases. Coordinate with HR for onboarding logistics for new hires, including workstation setup and welcome materials. Coordinate with Operations Specialists on the local team’s workstation assignments. Assist the Finance team to ensure local business licenses and renewals are completed on time. Serve as a notary public for the company's needs. Collaborate with Shared Services on compliance, process improvements, and communication. Assist other office locations and project teams as needed Office communications (personnel changes, events, etc.) Other duties as assigned.

Requirements

• High School Diploma or equivalent
• 2–4 years of administrative or coordination experience, preferably in a project-based or professional services environment.
• Excellent computer skills, including proficiency with Google Workspace (Docs, Sheets, Drive, Calendar).
• Strong organizational, time management, and follow-through skills with the ability to manage multiple priorities.
• Demonstrates excellent customer service skills when interacting with internal teams and external partners.
• Strong written and verbal communication skills with a high level of attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to perform light lifting (up to 25 pounds) and manage basic office logistics.
• Notary Public certification or willingness to obtain within six months of hire.

Nice To Haves

• Knowledge of Deltek, Monday.com, or similar project management/ERP systems preferred.
• Familiarity with basic accounting or billing processes is a plus.

Responsibilities

• Deliver the OWN Experience every day by focusing on what drives our success—Clients, OWNers, Safety, Quality, and Financial Health.
• Support the goal of keeping billable staff focused on client work by managing daily office needs and administrative tasks.
• Provide reception duties, including greeting and directing guests, and answering phones.
• Oversee office facilities, utilities, and equipment maintenance to ensure all systems are functioning properly.
• Manage local office operational budgets and identify cost-saving opportunities.
• Manage mailing, shipping, supply inventory, and general office logistics.
• Handle payments received in-office or by phone.
• Coordinate vendor relationships, perform annual vendor audits, and support fleet management activities.
• Maintain organized digital and physical filing systems for operations records and documentation.
• Maintain HR and safety compliance, including documentation and labor law posting requirements.
• Facilitate safety compliance and lead local safety drills (tornado, fire, active shooter).
• Serve as the primary liaison with property management and facility service providers (lawn care, snow removal, pest control, etc.).
• Maintain a safe, clean, organized, enjoyable, fun, and appealing office environment.
• Manage food, drink, and kitchen supplies to maintain a well-stocked environment.
• Provide billing assistance, expense tracking, and budget support for the local office.
• Process and review expense reports to ensure accuracy before submission.
• Plan and coordinate local office events, celebrations, and culture-building activities.
• Assist with company-wide event initiatives.
• Act as the main point of contact for employee office-related requests or concerns.
• Coordinate with the Operations Specialist on furniture needs and large purchases.
• Coordinate with HR for onboarding logistics for new hires, including workstation setup and welcome materials.
• Coordinate with Operations Specialists on the local team’s workstation assignments.
• Assist the Finance team to ensure local business licenses and renewals are completed on time.
• Serve as a notary public for the company's needs.
• Collaborate with Shared Services on compliance, process improvements, and communication.
• Assist other office locations and project teams as needed Office communications (personnel changes, events, etc.)
• Other duties as assigned.

Benefits

• Community. Giving of time, treasures, and talents to fulfill personal passions and show up in your community.
• Empowerment. Our employees are given full reign and the trust to make decisions in the best interest of their clients and teams.
• Flexibility. The freedom to be a professional. The freedom to be a person.
• ESOP. Our Employee Stock Ownership Plan (ESOP) is owned 100% by employees – equitably, a fact most employee-owned firms can’t claim.
• Having fun. Laughing, jokes, high fives, celebrations – we take our work seriously but not ourselves.
• Teamwork. A sense of belonging, learning from those around you, and feeling like you’re on the winning team.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED