Operations Administrative Coordinator

• Support vendor and subcontractor coordination
• Prepare meeting summaries, action lists, and status report drafts
• Assist with procurement tracking and contract documentation
• Use AI tools to summarize meetings and complex documents
• Generate structured task lists from transcripts and project notes
• Track deliverables, deadlines, and compliance requirements
• Assist with project close-out documentation packages
• Receive incoming deliveries, packages, and materials; verify receipt, maintain basic receiving records, and route items to the appropriate person or project.
• Prepare outgoing shipments and materials; provide tracking information and maintain follow-up through delivery.
• Process RMAs/returns provided by Project Coordinators and track shipments through receipt.
• Check stock items in and out for Project Managers and technicians and assist with inventory tracking for equipment, materials, tools, and supplies.
• Monitor office and warehouse supply levels and place routine supply orders as needed.
• Submit and track office/facility maintenance requests and coordinate routine vendor services with property management and vendors.
• Help maintain organized common areas, supply areas, shipping/receiving areas, and warehouse administrative spaces.
• Assist with vehicle administration, including registrations, monthly safety-check documentation, and other routine vehicle records.
• Assist Project Coordinators with formatting and assembling documents for kickoff meetings and other standard project packages.
• Support the administrative and logistical aspects of employee onboarding, including workspace, supplies, and materials.

• 1+ years of experience in operations administration or similar role
• Demonstrated professional use of AI tools in a work setting
• Proficient in Microsoft 365
• Exceptional organizational skills and attention to detail

• Quality in documentation and execution
• Commitment to deadlines and follow-through
• Creativity through smart use of AI tools
• Integrity in compliance and documentation control
• Team mindset in supporting cross-functional partners

• Medical, Dental, Life, and AD&D Insurance
• HSA and FSA options
• Employer-matched 401(k)
• PTO & 11 paid holidays
• Employer-paid Life, AD&D, STD, and LTD
• Comprehensive Employee Assistance Program (EAP)
• Company vehicle for eligible roles

Trofholz is an equal opportunity/affirmative action employer, and we E-Verify. All offers of employment at Trofholz are contingent upon clear results of a thorough background check and drug screen.