Facilities and Operations Coordinator

Job Description

Job Description

At David Nice Builders, we craft construction masterpieces through integrity, enduring relationships, and passionate people. Join our growing team and be part of the operation that keeps our Nicewood millwork division running at full speed.

Position Overview

We're hiring a Facilities and Operations Coordinator to support daily operations at our Nicewood millwork facility in Toano, Virginia. This role sits at the center of a busy, fast-moving production operation and touches nearly every part of the business: invoicing, timesheet coding, purchasing, shipping logistics, receiving coordination, and executive support, all while keeping the front office running professionally and without interruption.

If you are the kind of person who gets energy from a full plate, takes pride in executing across multiple responsibilities simultaneously, and measures a good day by how much you got done, this is the role for you. Every day is different, the pace is real, and the work matters.

What You'll Do

General Operations:

• Serve as the professional front line for the office, greeting visitors, answering and directing calls, and handling walk-in applicants.
• Support the Executive Vice President and Nicewood staff with daily administrative tasks and internal communications.
• Manage FedEx and UPS shipments with accurate accounting codes, monitor office supply inventory, and maintain a clean, organized front office and conference room.
• Assist with employee events and perform miscellaneous tasks for owners and management as assigned.

Project and Production Support:

• Handle purchasing requests from Project Managers and the Production Manager, research vendors, and compare pricing before placing orders.
• Manage all shipping logistics including packaging materials, label creation, and maintaining and distributing the shipping calendar in coordination with the production schedule.
• Pick up receiving paperwork daily, identify arriving purchase orders, confirm their location in the building, and notify the appropriate Project Manager.

Time and Attendance:

• Produce and distribute daily attendance reports and maintain the year-to-date attendance tracker.
• Code employee time from departmental timesheets against the correct projects in Vista, cross-referencing the production schedule. You must be able to catch and correct miscoded hours independently.

Accounts Payable:

• Review and process all Nicewood vendor invoices for weekly pay runs, including 10th and 25th cycle runs, entered into Vista under direction of the DNB AP Manager.
• Review vendor statements for accuracy, request any outstanding statements, and reconcile the EVP's VISA statement monthly.

What We're Looking For

• Proven experience in a fast-paced administrative, operations, or office coordination role. Experience in manufacturing, construction, or a production environment is a strong plus.
• Strong technical proficiency with Microsoft Office Suite and the ability to learn new software quickly. Experience with Vista or similar accounting or ERP software is a strong plus.
• The ability to process, code, and reconcile financial documents accurately. This is a real and significant part of the job.
• Exceptional organizational skills across multiple competing priorities, with the ability to triage and execute without being micromanaged.
• Clear, professional written and verbal communication with internal teams, vendors, and visitors.
• Discretion when handling sensitive financial, personnel, and operational information.
• A proactive, problem-solving mindset. You anticipate what is needed, follow through, and raise issues before they become problems.

You Might Be a Great Fit If You Are:

• An experienced operations or coordination professional who thrives in environments where the pace is high and the work is varied.
• Someone with a production, logistics, or construction background who knows how to move paperwork at the same speed the floor moves.
• A detail-oriented multitasker who finds genuine satisfaction in keeping a complex operation organized and on track.
• Someone who does not need to be asked twice.

Why Join Us?

• Compensation commensurate with experience.
• Medical, dental, and vision insurance.
• 401(k) retirement plan with 20% match.
• Paid time off and company holidays.
• A family-oriented company with a healthy, people-first work culture.
• A high-visibility role with direct exposure to executive leadership and cross-departmental operations.
• Be part of a passionate, growing team that takes quality and professionalism seriously every day.