Operations Coordinator - Executive Assistant

Operations Coordinator-Executive Assistant

Provide project-based and regional-focused general administrative and operations support that directly assists and liaisons with the Regional Principal. This role requires the utmost professionalism, self-direction, flexibility, expert communication, trust, privacy, timely follow-up and coordination. Most importantly, the highest level of client-care and long-term relationship consideration is expected for all assigned and assumed tasks, requests and directives. Responsibilities include coordinating with and supporting various Project Build / Service teams, Dowbuilt department heads, critical community professionals / interests / events, and high-value client / partner facing efforts. In addition to day-to-day responsibilities, an essential component of this role is to champion and nurture a healthy, enduring culture of trust, honesty, hard work and respect for the entire SoCal region. This means continuing some longstanding company traditions and values for our current employees, while fostering a supportive and unique culture for this growing team. It is essential to grasp the emerging operational needs in Southern California and proactively engage the appropriate department heads in Dowbuilt's Seattle office.

Executive Assistance

Manage Regional Principal's calendar and appointments as necessary (e.g., daily / weekly basis)

Book Regional Principal travel arrangements, including but not limited to flights, rental cars and accommodations / services, reservations, etc.

Collect, code and submit receipts / invoices for expenses, reports and reimbursements

Scan, copy, sort, send and file documents for Regional Principal upon request

Track whereabouts of Regional Principal as best as possible and serve as key-liaison for that information internally (w / due respect to personal privacy and as appropriate) and on a confidential "need-to-know" basis externally

Assist and coordinate with Regional Principal proactively in terms of providing regular and meaningful client experiences and care / service-oriented opportunities, visits, gifts, communications, events, moments and experiences.

Employee Support and Engagement

Help identify and participate in local recruiting and industry events to increase Dowbuilt awareness

Build social and work events that enhance cultural awareness, training and learning opportunities.

Ensure our employees have the tools and necessities to create an optimal office working environment.

Recognize regional employee birthdays, milestone anniversaries, and other celebratory events.

Assist new hires with office, facilities, jobsite orientations, required trainings, startup paperwork and any expense reimbursements and timecard tracking in HH2

Occasionally book travel arrangements on behalf of project teams with approval from Regional Principal

Occasionally assist project teams with misc. support tasks such as coordinate lunch deliveries for client meetings, drop packages to project job sites, etc.

Regional Office / Facilities Support

Manage reception and entry areas to ensure an "always-ready and welcome" presentation via in-person communication, signage, cleanliness, organization and professional image for Dowbuilt

Manage all daily shipping / receiving activities

including tracking and coding outgoing shipments and maintaining relationships with service providers

Manage magazine, newsletter and other publication subscriptions for region's various offices / facilities

Order supplies related to business development, marketing and other events as needed; organize, and code all related expense invoices

Coordinate and schedule regular office maintenance, cleaning, services and repairs

Manage all office furniture requests, orders and maintenance and returns

Develop awareness and proactive management of regional and office budgets & expenses

Support the Facilities / Equipment Manager with various needs / requests when time allows (e.g., warehouse, office, equipment and vehicle tracking, assignments, registration, service, invoicing, transport, etc.)

IT Team Support

Assist with basic IT issues / needs from employees; submit Assist tickets as appropriate on behalf of employees

Work with IT help desk to ensure new office-based employees are set up with laptops / endpoints, docking station, monitors, cameras, headsets and all appropriate software, apps, permissions, etc. before their first day

Provide support as needed to Project Teams that are setting up and running temporary site offices

Marketing Team Support

Run local events and volunteering, working with National Marketing and Events Coordinator

Coordinate local content for The Level and various company meetings

Coordinate local communications and staff meetings in sync with Regional Principal

Order regional photography, signage, decorations, stationery and business cards

Support employee's access to branded items, including apparel, jobsite signage, and office signage

Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events

HR / Recruiting and Safety Team Support

I-9 verification for all field and office hires across region

Partner with the Recruiting and Onboarding Manager to ensure a smooth and consistent onboarding, orientation and training experience for regional new hires

Serve as regional Safety and Training coordinator to ensure compliant safety training and employee training / development coordination and documentation; Support site safety setup as time allows

Essential Functions

Ability to work effectively from home, office, jobsite or remotely while traveling

Ability to work between the hours of 8am and 4 : 30pm PST and flexibility to work beyond these hours as needed.

Must be able to travel up to once per month for recruiting and industry events, and to support Dowbuilt employees in the region

Must be highly proficient in basic technology including MS Office Suite

Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company

Self-directing, ability to work autonomously; adapt quickly and effectively to changing circumstances.

Must comply with Dowbuilt's drug and alcohol policy

Must pass a criminal background check and pre-employment drug screen

What You Need To Succeed

To be successful as a Dowbuilt Operations Coordinator-Executive Assistant, you'll need :

Minimum of 3 years' office management, administrative, or executive assistance experience required

Bachelor's degree in business administration, human resources, or related field OR equivalent professional experience

Bilingual English / Spanish is preferred

Communicate ideas and information clearly in written, verbal and / or graphic formats

MS Office Suite expertise required; Smartsheet strongly preferred

Experience with web-based solutions such as Smartsheet, Egnyte, Slack and Fieldwire

Technical aptitude and the ability to quickly learn new technologies and information systems

Excellent resourcefulness and problem-solving skills

Business acumen - including strong problem-solving skills, critical thinking and willingness to be vocally self-critical

Ability to handle sensitive, private and confidential information

Motivated, dependable, honest and trustworthy

Ability to be an active listener, ask for help and suggest solutions

Ability to manage stress and maintain composure in challenging situations

Enthusiasm for fostering inclusive work environment, leading diverse teams, and a commitment to increasing equity for all employees

Strong organizational, personal and time management skills

Operate with a high level of integrity and emotional intelligence

Establish and maintain effective relationships with management, employees, vendors, and public

Tactful, resourceful, inquisitive, and diplomatic

Flexible and adaptable : the ability to switch gears and balance multiple priorities effectively

U.S. work authorization

What We Offer

Competitive pay commensurate with skills and experience

100% paid medical, dental, vision, and $50,000 in basic life insurance for full-time employees (35% medical coverage for dependents), first of the month following DOH

401(k) retirement savings plan with employer profit sharing contribution