Executive Operations Coordinator

Trident Civil; Virginia Beach (VA); On-site; USD 62,000 - 89,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Life Insurance

Short/Long-Term Disability

Flexible Spending Account

Health Savings Account

Paid time off

Tuition Reimbursement

Employee Assistance Program

Job summary

Trident Civil is seeking an Executive Operations Coordinator to provide administrative, analytical, and coordination support across equipment and fleet administration, crew scheduling, and production reporting. This office-based role works closely with the Director of Operations and interacts with shop staff, project superintendents, and management to keep documentation current and print-ready.

Key duties include maintaining fleet and subcontractor records, supporting safety/compliance

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Advanced proficiency in Excel, including formulas and data validation.
• Strong Word and Outlook skills and formatting attention.
• Excellent written communication and discretion with confidential information.

Responsibilities

• Maintain fleet economics, capital planning, and telematics data for analysis.
• Coordinate crew scheduling and four-week scheduling workbook.
• Prepare and manage project submittals, reports, and dashboards.
• Support operations leadership with executive briefing materials and logistics.
• Handle HR forms, org chart, and company correspondence.

Skills

Discretion & confidentiality

Attention to detail

Time management

Clear written communication

Stakeholder coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Project

HeavyJob

Job description

• Location 160 Newtown Road,Suite 500,Virginia Beach, VA, 23462,United States
• Base Pay $62,000.00 - $89,000.00 / Year
• Employee Type FT Exempt

Description

The Executive Operations Coordinator provides dedicated administrative, analytical, and coordination support across equipment and fleet administration, crew scheduling and production reporting, safety and compliance reporting, design-submittal coordination, and general operations paperwork. This is an office-based role that works directly with the Director of Operations and coordinates closely with the shop, Project Superintendents, Office Manager, Business Manager, and Purchasing/Administration staff to keep Trident Civil's operational documentation, tracking systems, and scheduling tools current, accurate, and print-ready.

ESSENTIAL DUTIES

I. Equipment & Fleet Administration

• Maintain the fleet economics and capital planning workbook, and compile telematics data (VisionLink, JDLink, My Komatsu) for lifecycle and utilization analysis
• Draft and maintain the annual Capital Equipment Request memo; maintain the Rental Equipment Log and process Vehicle Request Forms
• Compile and submit the Project Asset Hours Billing sheet to finance, reporting equipment hours and cost by project
• Maintain the Equipment Status report and track equipment purchase inquiries and open items through resolution
• Manage equipment work orders within VisionLink—creating, assigning, and tracking maintenance and service requests to completion
• Manage GPS tracking for towable equipment (trailers, light towers, and compressors), including device assignment and location monitoring
• Manage Caterpillar service and maintenance contracts, ensuring Preventative Maintenance (PM) is scheduled, completed, and tracked across the fleet
• Track undercarriage inspections on tracked equipment, ensuring they are scheduled, completed, and logged
• Safeguard and distribute fleet spare keys, with a sign-out record
• Keep the fleet track sheet current, including assigned drivers

II. Scheduling & Production Reporting

• Compile and maintain the four-week crew scheduling workbook, flagging conflicts such as foreman double-booking for review
• Assist in building and updating Microsoft Project schedules for active jobs
• Manage HeavyJob production reporting and dashboards
• Coordinate calendar and meeting logistics for the Director of Operations

III. Safety & Compliance

• Compile the weekly foreman safety hazard communication report
• Maintain the equipment operator qualification matrix (certification and OSHA compliance dates)
• Manage the shop drawing, shoring design, and formwork design submittal workflow—logging packages, tracking review and resubmittal status, and routing each to the Director of Operations for review and markup
• Maintain a submittal log across active projects, flagging items approaching review deadlines
• Coordinate submittal timing with shoring and formwork subcontractors and suppliers

V. General Administrative & Document Support

• Prepare, track, and route HR-related forms (Separation, Disciplinary Action, and Pay Increase Review) to the appropriate approvers
• Maintain the organization chart and personnel roster
• Draft and format Trident-branded correspondence, memos, and letters consistent with company writing and brand standards
• Prepare materials and coordinate logistics for superintendent leadership training (Trident Standard series, Field Craft Scorecard, and Accountability Dial)
• Maintain filing and version control for recurring operational documents

VI. Executive Support

• Prepare briefing materials ahead of meetings with the Chief Operating Officer—open items, key figures, and pending decisions
• Provide first-pass inbox triage, routing or resolving items that do not require the Director of Operations' direct attention
• Maintain the professional membership and continuing-education calendar (CMAA and DBIA)
• Other duties as assigned by the Director of Operations

Requirements

QUALIFICATIONS

Required

• Bachelor's degree, or an equivalent combination of education and experience
• Advanced proficiency in Microsoft Excel, including formulas, data validation, and multi-tab workbook maintenance
• Strong proficiency in Microsoft Word and Outlook
• Excellent written communication skills and attention to formatting detail
• Ability to handle confidential financial and personnel information with discretion
• Strong organizational skills and comfort managing multiple recurring deadlines

Preferred

• Experience in construction, engineering, or another document- and compliance-heavy industry
• Familiarity with Microsoft Project, HeavyJob, or similar scheduling and production software
• Familiarity with fleet telematics platforms (VisionLink, JDLink, or similar)
• Familiarity with construction submittal processes (shop drawings, shoring design, and formwork design packages)

CORE COMPETENCIES

• Discretion and confidentiality
• Attention to detail and formatting precision
• Proactive follow-through on recurring deadlines
• Clear, professional written communication
• Comfort working directly with field superintendents and executive leadership

WORKING RELATIONSHIPS

Reports directly to the Director of Operations. Works closely with the Lead Mechanic and mechanics, Project Superintendents, Office Manager, Business Manager, and Purchasing/Administration staff, and coordinates with shoring and formwork subcontractors on submittal tracking. Periodic contact with the Chief Operating Officer on capital planning, equipment billing, and scheduling deliverables.

Summary

• Competitive salary and benefits package.
• Opportunities for professional development and career advancement.
• A collaborative and supportive work environment.
• Medical Insurance (3 plans to choose from)
• Vision Insurance
• Supplemental voluntary life insurance (self, spouse, child and AD&D)
• Company paid Short Term Disability and Long-Term Disability insurance
• Flexible Spending Account
• Health Savings Account
• Paid time off
• Tuition Reimbursement
• Employee Assistance Program

We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status.