Operations Coordinator

MILROSE CONSULTANTS LLC•New York, NY

15d•$65,000 - $75,000•Onsite

About The Position

We’re looking for an Operations Coordinator to join our HLZAE team. In this role, you’ll provide operational support across the Architecture and Engineering teams. You’ll work closely with internal departments, contractors, accounting, and project teams to support daily operations, improve workflows, and ensure effective communication across the organization.

Requirements

Knowledge of office administration, excellent time management skills, and strong computer skills.
Strong organizational skills with the ability to manage multiple priorities.
Strong written and verbal communication skills.
Ability to work independently and collaboratively across departments.
Professionalism, flexibility, and strong attention to detail.

Nice To Haves

Bachelor’s degree and/or 1–3 years of related industry experience.
Experience supporting architecture, engineering, construction, or professional services teams.
Experience with contractor documentation, payment applications, invoices, or project administration.
Strong planning, organization, and problem-solving skills.

Responsibilities

Process and distribute contractor Payment Applications, verifying accuracy and completeness while leveraging collection opportunities and facilitating timely distribution.
Oversee the Payment Applications distribution process and review outstanding invoices and project details with the Accounting department to resolve AR issues when needed.
Process Change Orders in collaboration with Payment Applications.
Assist with Personal Protection Equipment audits and field equipment inventory.
Assist with vetting new contractors for HLZAE and Surface Design projects.
Support ad hoc projects, including reports and operational initiatives.
Answer office calls and route them to the correct party.
Provide front desk coverage for Surface Design and backup support for the HLZAE receptionist when the Office Administrator is out of office.
Manage inventory and replenish office supplies.
Manage kitchen pantry supplies, including ordering fruit and beverages.
Maintain kitchen cleanliness, including making coffee, running the dishwasher, and ensuring the kitchen is clean daily.
Assist with new hire computer and workstation setup.
Manage and distribute information within and between departments to ensure interactions are positive and productive.
Provide innovative ideas and leverage technology for process improvement solutions.
Liaise with different departments to improve performance and work efficiency.
Be available as needed to provide support and address requests promptly.
Assist with the company intranet, ensuring all links and documents are accurate and working.