Operations Coordinator

Hoffman Construction Company•Lake Oswego, OR

17d•Onsite

About The Position

The Operations Coordinator is a key member of the Operations department and reports to the Executive Operations Administrative Manager. The role connects office administration with business operational tasks, supports the Operations department, and provides internal and external customer service. The coordinator manages administrative processes, supports vendor and facility-related activities, maintains operational records, and works with multiple departments to support business objectives. Shared front-desk responsibilities include office phone coverage and mail processing to help facilitate smooth day-to-day operations at the assigned location. This position is fully in-office. The role includes front-desk and office administration, operational and project support, vendor coordination, reporting, expense processing, and support for meetings and events. The coordinator also responds to employee operational requests and assists department leaders and the Executive Operations Administrative Manager with coordination and special projects.

Requirements

2–5 years of experience working in a formal office environment.
Previous Administrative Assistant experience.
Professional experience in the construction industry or related industries.
Professional experience leading and managing tasks and projects.
Advanced Microsoft Office Suite skills, including Word, Excel, PowerPoint, and Outlook, and ability to navigate a computer network environment.
Typing speed of at least 65 words per minute.
Highly organized, with strong attention to detail and the ability to adapt and work effectively under pressure to meet deadlines.
Strong time-management skills and the ability to prioritize and multitask efficiently in a fast-paced environment.
Excellent written and verbal communication skills and ability to build and maintain professional relationships in an executive setting.
Self-motivated and proactive, able to work independently and demonstrate initiative to complete tasks and projects.
Ability to remain stationary in an office environment more than 50% of the time.
Ability to occasionally lift and manipulate items weighing up to 25 pounds.
Ability to operate a computer and office productivity machinery, such as a calculator, copy machine, or printer.
Ability to prepare and analyze data and figures, transcribe, view a computer terminal, and read printed and digital documents.
Ability to communicate constantly with customers and coworkers in an office setting and by phone or in digital meetings.

Nice To Haves

Associate or Bachelor’s degree preferred.
Working knowledge of Power BI or other business analytics, data visualization, or reporting tools.
Inclusive and collaborative approach, with willingness to cross-train and provide backup support within and across departments.

Responsibilities

Provide front-desk coverage, maintain a welcoming environment, and handle phone coverage.
Provide backup for daily mail processing, including sorting and distributing incoming and outgoing correspondence.
Coordinate conference-room and company-vehicle scheduling and reservations using Outlook and other scheduling tools.
Set up and assist with conference-room meetings, including seating clients and organizing refreshments as needed; keep conference rooms and lunchrooms clean and organized.
Maintain office-supply inventory, order supplies as needed, and organize and store supplies.
Coordinate daily operational activities and serve as a point of contact for internal teams, vendors, and service providers.
Assist with editing and updating job modifications and job diaries for accuracy and compliance.
Prepare and compile monthly reports for ongoing projects and submit them on time.
Maintain project files on servers, handle project correspondence, and provide cross-department administrative support.
Create and organize new project files and ensure proper documentation and tracking.
Complete and submit expense reports for leadership and department managers to support timely reimbursement.
Process business-card entries through a vendor online portal.
Assist with vendor management, including scheduling maintenance and service requests.
Support meetings, events, training sessions, and related logistics as needed.
Respond to employee operational requests and resolve routine issues in a timely manner.
Assist with special projects across departments and locations when required, in alignment with position expectations.
Support the Executive Operations Administrative Manager and other department leaders with department and event coordination.