Job Description

Position Summary

The Operations Administrative Coordinator coordinates and provides high-level administrative and operational support to the Operations Director and Sr. Operations Coordinator. This role is critical to standardizing the flow of information between various departments by partnering with leadership teams across company. The Coordinator will assist with ensuring information flows accurately between departments (including Operations, Field Management, Project Management, Service, Engineering, Warehouse, and Quality/Compliance). The Coordinator provide support to ensure that tasks move forward, documentation is maintained, and special projects remain on schedule. Strong communication, exceptional organizational skills, and the ability to remain effective in a fast-paced, constantly evolving environment.

Key Responsibilities

Cross-Functional Operations Support

• Serve as a central point of contact for the flow of information between Operations, Field Management, PM, Service, Engineering, Accounting, and Warehouse.
• Track and follow up on open action items, assignments, and deadlines assuring accountability and forward momentum. 
• Prepare agendas, distribute meeting materials, and capture concise meeting notes and follow-up requirements.
• Assist in coordinating cross-departmental workflows, especially where communication gaps frequently cause delays.

Operations Field Coordination

• Help create and maintain organized files for installation, modernization, and modular units to support field technicians and project teams.
• Collaborate with the Sr. Coordinator on special project and document control

Project Special Initiatives Support

• Assist with coordination, documentation, and tracking for major operational initiatives, including:
• Modular Manufacturer Approvals
• Quality Assurance documentation and inspection/test procedure updates
• New SOP rollouts (Field, PM, Warehouse, Service, Engineering
• Assist facility/warehouse relocation and inventory documentation workflows
• Special operations projects, including production readiness, state compliance packages, and interdepartmental process change
• Create and maintain project trackers, timelines, dashboards, and organize document repositories for all operational initiatives.

Administrative Documentation Process Control

• Draft, edit, and maintain professional documentation, including SOPs, checklists, forms, training materials, memos, and internal communications.
• Maintain version control to ensure all teams operate from the latest approved process. 
• Manage correspondence, scheduling, document routing, meeting coordination, and administrative tasks supporting the Operations Team.

NetSuite Implementation Support

• Assist in coordinating internal tasks, assignments, and follow-up required for the ongoing NetSuite ERP implementation.
• Support Operations leadership by tracking progress, collecting departmental feedback, and ensuring alignment across teams.
• Participate in workflow mapping discussions and help document updated processes as NetSuite is rolled out.
• Facilitate communication between consultants and internal teams when required.

Quality, Compliance Inspection Support

• Assist with organizing documentation required for state agencies, third-party inspections, and internal QA audits.
• Maintain hold-point documentation, and state-required submittal files.
• Help prepare and track affidavits, certifiable ID records, QA forms, and compliance documentation.

Communication Liaison Functions

• Draft, proof, and distribute professional internal communications on behalf of Operations leadership.
• Ensure timely information flow between departments and verify that communication loops are closed.
• Help resolve administrative or coordination issues by gathering facts, summarizing findings, and presenting actionable next steps.
• Model a positive, solutions-focused communication style across the company.

Qualifications

• Bachelor’s Degree in Business Administration, Communications, or a relevant field.
• Associate’s Degree in Business Administration, Office Administration/Executive Assistant Technology, with adequate experience will be considered.
• 3–5 years of experience in administrative support, project coordination, or operations support (construction, manufacturing, service, or engineering preferred)
• Strong written and verbal communication skills with the ability to interact professionally across departments.
• Outstanding organizational and time management abilities; able to manage multiple priorities with accuracy.
• Proven ability to thrive in a changing, fast-paced environment. 
• Proficiency with Microsoft Office Suite required.
• Experience with ERP systems (NetSuite strongly preferred) or complex software implementations is highly desirable.
• High level of discretion, professionalism, and confidentiality.

Key Competencies

• Cross-functional coordination communication
• Documentation accuracy control
• Follow-through and task tracking
• Adaptability under pressure
• Professional judgment discretion
• Process-oriented mindset
• Initiative proactive problem-solving