Office & Operations Coordinator

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

The Office & Operations Coordinator provides administrative and operational support for construction projects and daily office activities. This position manages project documentation, permitting, billing support, fleet administration, onboarding assistance, and coordination with project managers to support efficient branch operations.

Key Responsibilities

Project & Administrative Support

• 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

Permitting & Submittals

• Prepare and submit permit applications.
• Assemble and distribute project submittal packages.
• Track permit status and maintain related project records.

Billing Support

• Process monthly billing and maintain supporting documentation.
• Assist with project-related financial tracking and job costing.

Fleet Management

• Maintain monthly truck inspection records.
• Track vehicle maintenance schedules and service requirements.
• Coordinate vehicle repairs and maintain fleet records.

Human Resources Support

• Assist with onboarding new employees.
• Coordinate new hire paperwork and required documentation.
• Support employee recordkeeping and administrative HR functions.

Qualifications

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

Job Type: Full-time

Pay: $25 to $30 per hour

Schedule: 8-hour shift - Monday to Friday

Benefits

At Total Fire Protection, we recognize that our employees are the backbone of our success, and we are committed to fostering a work environment that not only values their contributions but also supports their overall well-being. Here are some of the benefits you can enjoy as a valued member of our team:

• Health insurance
• 401(k) with matching (fully vested after 2 years)
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• Flexible spending account
• Health savings account
• Professional Development
• Paid Time Off & Holidays
• Employee Referral Program
• Company Events & Social Activities
• Yearly Apparel Allowance

By joining Total Fire Protection, you not only become part of a dynamic and innovative team but also gain access to a comprehensive benefits package designed to support your professional and personal growth. We are committed to investing in our employees' success and well-being.