Office & Operations Coordinator

Office & Operations CoordinatorThe Office & Operations Coordinator provides administrative and operational support for construction projects and daily office activities. This position manages project documentation, permitting, billing support, fleet administration, onboarding assistance, and coordination with project managers to support efficient branch operations.Key ResponsibilitiesProject & Administrative SupportScan, track, and organize pick tickets and material receiving documentation.Maintain purchasing and project folders for new construction projects.Assist Project Managers with project documentation, reports, and job costing information.Support preparation of proposals for tenant improvement (TI) projects.Provide W9 and Certificate of Insurance to all new customersSet up new Sage jobs and create job numbersPermitting & SubmittalsPrepare and submit permit applications.Assemble and distribute project submittal packages.Track permit status and maintain related project records.Billing SupportProcess monthly billing and maintain supporting documentation.Assist with project-related financial tracking and job costing.Fleet ManagementMaintain monthly truck inspection records.Track vehicle maintenance schedules and service requirements.Coordinate vehicle repairs and maintain fleet records.Human Resources SupportAssist with onboarding new employees.Coordinate new hire paperwork and required documentation.Support employee recordkeeping and administrative HR functions.QualificationsHigh school diploma or equivalent required.2+ years of administrative, operations, or construction office experience.Proficiency in Microsoft Office (Word, Excel, Outlook).Strong organizational, communication, and multitasking skills.Attention to detail and ability to manage multiple priorities.Job Type: Full-timePay: $25 to $30 per hourSchedule: 8-hour shift - Monday to FridayBenefitsHealth insurance401(k) with matching (fully vested after 2 years)Dental insuranceVision insuranceLife insuranceDisability insuranceFlexible spending accountHealth savings accountProfessional DevelopmentPaid Time Off & HolidaysEmployee Referral ProgramCompany Events & Social ActivitiesYearly Apparel AllowanceBy joining Total Fire Protection, you not only become part of a dynamic and innovative team but also gain access to a comprehensive benefits package designed to support your professional and personal growth. We are committed to investing in our employees' success and well-being.