Executive Operations Coordinator : 203287

HKA Enterprises, Inc.; Virginia Beach (VA); On-site; USD 62,000 - 89,000; Full time

Job summary

HKA Enterprises, Inc. in Virginia Beach is seeking an Operations Support Specialist to maintain records, schedules, reports, and tracking systems that support fleet administration and project coordination.

You will combine advanced Excel work with coordination across operations leadership, mechanics, project superintendents, subcontractors, suppliers, and administrative teams. Office-based with periodic field coordination.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Advanced Microsoft Excel skills with formulas, data validation, and multi-tab workbooks.
• Strong proficiency in Microsoft Word and Outlook.
• Excellent written communication and formatting attention.
• Ability to handle confidential financial and personnel information.
• Strong organizational skills and ability to manage multiple deadlines.

Responsibilities

• Maintain records for fleet economics, capital planning, equipment status, rentals, vehicle requests, equipment billing, and driver assignments.
• Compile telematics data from VisionLink, JDLink, and My Komatsu for lifecycle and utilization analysis; manage VisionLink work orders, GPS tracking for towable equipment, Caterpillar service contracts, preventive maintenance, undercarriage inspections, and fleet spare-key records.
• Build and maintain four-week crew schedules, flag conflicts, assist with Microsoft Project schedules, and manage HeavyJob production reporting and dashboards.
• Coordinate calendars and meeting logistics for the Director of Operations.
• Compile weekly safety hazard communication reports and maintain the equipment operator qualification matrix, including certification and OSHA compliance dates.
• Track shop drawing, shoring, and formwork submittals; route packages for review; monitor review, resubmittal, and deadline status; and coordinate timing with subcontractors and suppliers.
• Prepare and route HR forms, maintain the organization chart and personnel roster, draft branded correspondence, support superintendent leadership training, and maintain filing and version control.
• Prepare briefing materials for the Chief Operating Officer, provide first-pass inbox triage, and maintain CMAA and DBIA membership and continuing-education calendars.
• Perform other duties assigned by the Director of Operations.

Skills

Advanced Excel

MS Word

Outlook

Attention to detail

Organizational skills

Education

Bachelor's degree

Tools

HeavyJob

VisionLink

JDLink

MyKOMATSU

Microsoft Project

Job description

You will maintain the records, schedules, reports, and tracking systems that support fleet administration, crew scheduling, production reporting, safety and compliance, design submittals, executive support, and operational documentation. You will combine advanced Excel work with coordination across operations leadership, mechanics, project superintendents, subcontractors, suppliers, and administrative teams. You will work primarily in an office with periodic field and yard coordination while supporting the Director of Operations and preparing materials for the Chief Operating Officer.

PAY: $62,000 - $89,000/year

WORK TYPE: Onsite

Job Responsibilities

• Maintain records for fleet economics, capital planning, equipment status, rentals, vehicle requests, equipment billing, and driver assignments.
• Compile telematics data from VisionLink, JDLink, and My Komatsu for lifecycle and utilization analysis; manage VisionLink work orders, GPS tracking for towable equipment, Caterpillar service contracts, preventive maintenance, undercarriage inspections, and fleet spare-key records.
• Build and maintain four-week crew schedules, flag conflicts, assist with Microsoft Project schedules, and manage HeavyJob production reporting and dashboards.
• Coordinate calendars and meeting logistics for the Director of Operations.
• Compile weekly safety hazard communication reports and maintain the equipment operator qualification matrix, including certification and OSHA compliance dates.
• Track shop drawing, shoring, and formwork submittals; route packages for review; monitor review, resubmittal, and deadline status; and coordinate timing with subcontractors and suppliers.
• Prepare and route HR forms, maintain the organization chart and personnel roster, draft branded correspondence, support superintendent leadership training, and maintain filing and version control.
• Prepare briefing materials for the Chief Operating Officer, provide first-pass inbox triage, and maintain CMAA and DBIA membership and continuing-education calendars.
• Perform other duties assigned by the Director of Operations.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Advanced Microsoft Excel skills, 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 the ability to manage multiple recurring deadlines.

Preferred Qualifications

• 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 such as VisionLink or JDLink.
• Familiarity with construction submittal processes, including shop drawings, shoring, and formwork packages.

This office-based role includes periodic field and yard coordination and work with operations leadership, mechanics, project superintendents, subcontractors, suppliers, and administrative teams.

Work Authorization

• Applicants must be authorized to work for any employer in the US. We are unable to sponsor or take over sponsorship of an employment visa at this time.

#Operations #ConstructionOperations #FleetAdministration #ProjectCoordination #MicrosoftExcel #SafetyCompliance #VirginiaBeach