Administrative Operations Coordinator

Socket.dev; Sanford (ME); Hybrid; USD 40,000 - 60,000; Full time

Job summary

Rubb Building Systems in Sanford, Maine, is seeking an Administrative Operations Coordinator to serve as the frontline office presence, manage documentation, and support project administration.

You will coordinate facilities, vendors, travel, and meetings, assist with HR and compliance tasks, and help maintain accurate records across projects. This role offers a mix of in-office work with potential limited remote days after demonstrating proficiency.

Qualifications

• Strong organizational skills and ability to manage multiple priorities.
• Excellent attention to detail and record-keeping.
• Clear, professional communication with employees, vendors, customers, and departments.
• Ability to handle confidential information with discretion.
• Proficient with office technology and document management tools.
• Ability to follow processes and escalate when needed.

Responsibilities

• Front desk operations: manage visitors, calls, mail, supplies, documents, and AP support.
• Coordinate facility requests, equipment upkeep, and vendor needs.
• Coordinate travel, site visits, meetings, meals, and leadership events.
• Track administration and approvals to support project cost budgets and job sheets.
• Issue and archive close-out documents, warranties, and operation manuals.
• Support subcontractor flow-downs, customer forms, and compliance records.
• Maintain supplier portals, vendor docs, and audit-ready records.
• Provide HR backup: payroll records, onboarding paperwork, training records.

Skills

Organizational skills

Attention to detail

Communication skills

Discretion

Office technology

Independent work

Tools

Office software

Job description

Description

Rubb Building Systems is a global leader in custom-engineered, steel-framed fabric buildings used in aviation, military, ports, sports, and industrial applications. Our buildings are engineered for performance, longevity, and flexibility in the world’s harshest environments. With U.S.-based manufacturing and Norwegian ownership, we operate with both global reach and local execution, and we are seeking an Administrative Operations Coordinator to join our team.

Requirements

Responsibilities

• Front Desk Operations: Serve as the primary reception presence; manage visitors, calls, mail, supplies, document handling, and routine AP-related support.
• Facility & Vendor Operations: Coordinate facility requests, equipment upkeep, and office vendor needs.
• Travel & Event Coordination: Coordinate travel, site visit logistics, meetings, meals, and occasional company or leadership events.
• Support Project Cost Budgets (PCBs) and Job Sheets: Track administration, approvals, and follow-up to support accurate project records.
• Facilitate Project Close-Outs: Issue, collect, and archive close-out documents, including warranties and operations manuals.
• Contract, Customer & Compliance Documentation: Support subcontractor flow-downs, customer forms, representations, certifications, insurance, bonding, and related compliance records.
• Supplier, Vendor & Portal Management: Maintain supplier portals, vendor documentation, and organized records for customer, audit, and regulatory needs.
• Occasional HR Backup Support: Provide limited, as-needed support for payroll records, onboarding paperwork, training records, and routine HR documentation.

Required Skills/Abilities

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and follow-up items with accuracy.
• Excellent attention to detail and ability to maintain accurate records, documentation, and files.
• Clear, professional communication skills and the ability to work effectively with employees, vendors, customers, subcontractors, and internal departments.
• Ability to handle confidential information with discretion and sound judgment.
• Comfortable using office technology, document management tools, spreadsheets, email, and web-based customer or supplier portals.
• Ability to interpret instructions, gather information, complete forms, and follow established processes consistently.
• Resourceful, dependable, and able to work independently while knowing when to ask questions or elevate issues.
• Professional, service-oriented approach with a willingness to support a wide range of administrative, compliance, project, and occasional HR needs.

Physical Requirements

• Ability to sit for extended periods of time (e.g., 6-8 hours per day).
• Ability to occasionally stand, walk, or move around the office or work areas.
• Ability to frequently lift and carry objects of moderate weight (e.g., up to 10-20 pounds) with occasional lifting heavier items.
• Ability to facilitate basic computer functions such as typing, using a mouse, operating office equipment (e.g., phones, printers, fax machines), or handling documents whether using standard office tools or adaptive equipment.
• Ability to focus on detailed tasks, whether reading, writing, or reviewing data on screen or on paper
• Ability to communicate effectively in person, by phone, or through virtual platforms.
• Ability to work in a typical office environment, which may include air conditioning, artificial lighting, and background noise from phones, conversations, or equipment.
• Comfortable working in shared spaces with colleagues, in open-plan offices or cubicles, or at a personal desk.
• Ability to occasionally travel for work-related events or meetings, whether locally or for short trips.

Schedule

• Our general operating hours are Monday-Friday 8:00 AM-4:30 PM
• This position is based out of our Sanford, Maine, office, though occasional remote work may be considered after a period of demonstrated job proficiency.