Construction Office & Operations Coordinator — Growth & Benefits

Total Fire Protection; Town of Florida (NY); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health insurance

401(k) with matching (fully vested بعد

Job summary

Total Fire Protection is seeking an Office & Operations Coordinator to provide administrative and operational support for construction projects and daily office activities. This role manages project documentation, permitting, billing support, fleet administration, onboarding assistance, and coordination with project managers to support efficient branch operations.

This position requires a high school diploma, 2+ years of administrative or construction office experience, and proficiency in

Qualifications

• High school diploma or equivalent required.
• 2+ years of administrative, operations, or construction office experience.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong organizational, communication, and multitasking skills.
• Attention to detail and ability to manage multiple priorities.

Responsibilities

• Scan, 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 customers.
• Set up new Sage jobs and create job numbers.
• Prepare and submit permit applications.
• Assemble and distribute project submittal packages.
• Track permit status and maintain related project records.
• Process monthly billing and maintain supporting documentation.
• Assist with project-related financial tracking and job costing.
• Maintain monthly truck inspection records.
• Track vehicle maintenance schedules and service requirements.
• Coordinate vehicle repairs and maintain fleet records.
• Assist with onboarding new employees.
• Coordinate new hire paperwork and required documentation.
• Support employee recordkeeping and administrative HR functions.

Skills

MS Office proficiency

Project coordination

Administrative experience

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Total Fire Protection is seeking an Office & Operations Coordinator to provide administrative and operational support for construction projects and daily office activities. This role manages project documentation, permitting, billing support, fleet administration, onboarding assistance, and coordination with project managers to support efficient branch operations.

This position requires a high school diploma, 2+ years of administrative or construction office experience, and proficiency in