Operations & Office Coordinator (Construction)

Job Description

Job Description

We are a family-run construction company looking for a highly organized, energetic, and adaptable Operations & Office Coordinator to support both office and field operations. 

This is a hands-on role for someone who thrives in a fast-paced environment, can manage multiple responsibilities at once, and is comfortable handling both structured tasks and one-off requests. You’ll take ownership of core administrative processes while also stepping in wherever needed to keep the business running smoothly. 

Key Responsibilities 

Core Weekly Responsibilities (High Priority) 

• Process and enter payroll (via Connecteam → ADP) with accuracy and timeliness  

• Manage purchasing workflow:  

• Obtain vendor quotes  

• Issue purchase orders (QuickBooks)  

• Track and follow up on deliveries  

Field & Operations Support 

• Maintain daily/weekly field documentation (Fieldwire)  

• Coordinate with foremen to ensure required reporting is complete  

• Manage tool inventory, rentals, repairs, and allocation  

Administrative & Office Operations 

• Manage incoming/outgoing mail, shipping (UPS/FedEx), and deliveries  

• Print/send checks, log activity in QuickBooks, and deposit incoming payments  

• Maintain certificates, licenses, and compliance documentation  

• Maintain fleet documentation, including insurance, registrations, and toll/EZ Pass accounts  

• Ensure all subcontractor documentation (COIs, W-9s, lien waivers) is current, complete, and on file prior to work/payment 

• Organize and manage material samples and storage 

General Office Support 

• Maintain office organization and supplies  

• Handle light office upkeep (restocking, basic cleaning, etc.)  

• Run local errands as needed (Staples, banking, shipping, etc.)  

What We’re Looking For 

• Strong organizational and time management skills  

• High level of accountability and follow-through  

• Clear, direct communicator (especially when coordinating with field teams)  

• Confident using Microsoft Office (Outlook, Excel, Word, Teams, OneDrive, Planner)  

• Able to learn and navigate systems like QuickBooks, ADP, Fieldwire, and vendor platforms  

Work Environment 

We are an eclectic, family-run business where everyone wears multiple hats. This role requires someone who is: 

• Adaptable and solution-oriented  

• Comfortable taking direction from multiple stakeholders  

• Not easily overwhelmed or sensitive to direct communication  

• Interested in helping improve processes over time  

Growth Opportunity 

This role has strong potential for growth in both responsibility and compensation for the right candidate who demonstrates ownership and initiative. 

OK Construction & Contracting, LLC is a growing, family-owned construction company. We have more than doubled our revenue over the past two years and are transitioning key financial functions from third-party support to an in-house team. We are casual, direct, and collaborative - people here wear many hats and work closely with ownership.

"Quality is not an act, it is a habit." ~ARISTOTLE

Company Description

OK Construction & Contracting, LLC is a growing, family-owned construction company. We have more than doubled our revenue over the past two years and are transitioning key financial functions from third-party support to an in-house team. We are casual, direct, and collaborative - people here wear many hats and work closely with ownership.\r\n\r\n"Quality is not an act, it is a habit." ~ARISTOTLE