Operations Coordinator

ISEC, Inc.; Boerne (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

ISEC, Inc. is seeking an Operations Coordinator/Receptionist to support multiple managers with administrative duties, project setup, and document control.

The role emphasizes organization, correspondence, scheduling, data entry, and coordination with HR, Payroll, and Marketing to ensure smooth office operations. Experience in construction admin is preferred, with strong MS Office skills and document-control tools.

Qualifications

• Associate degree or above required.
• Two or more years construction industry experience in an administrative role.
• One or more years receptionist experience.

Responsibilities

• Provide and maintain meeting minutes for staff meetings as needed.
• Complete inventory control for office needs.
• Answer phones and greet visitors.
• Handle incoming/outgoing mail, faxes, and filing.
• Assist with event coordination, travel arrangements, and reservations.
• Work with vendors to maintain office equipment.
• Liaison to Payroll and HR.
• Coordinate regional marketing materials with Marketing.
• Assist PM team in project setup and filing.
• Assist with timecards, COPs, T/M tickets, and billing documents.
• Prepare bid documents, contracts, and submittals as required.
• Prepare operation and maintenance manuals and close-out documentation.
• Assist PMs with monthly payment applications and retention files.

Skills

Microsoft Office

Multitasking

Time management

Communication skills

Office administration

Education

Associate degree or above

Tools

PlanGrid

Prolog

Deltek

Job description

Position Summary

The Operations Coordinator/Receptionist is responsible for assisting multiple managers, including the Operations Manager, with administrative duties associated with business applications and specific projects, as needed.

Duties & Responsibilities

Administrative/Reception Duties

• Provide and maintain meeting minutes for all staff meetings, as needed
• Complete inventory control for office needs
• Answer phones and greet visitors
• Incoming/Outgoing mail, faxes, filing, UPS
• May assist with event coordinating, travel arrangements & reservations
• Work with vendors to maintain office equipment
• Liaison to Payroll and HR
• Coordinate regional marketing materials, advertisements, SWAG, etc. with Marketing
• Copying and printing, as required
• Assist project teams in project set-up and filing, as required.
• Help procure finish and hardware samples.
• Champion for ISEC values and culture, works with all levels to develop a positive employee culture.

Document Control

• Prepare Bid documents, prequalification’s and GC subcontractor information forms.
• Manage and maintain contracts.
• Assist PM team in preparing various internal reports and outgoing documents.
• Assist PM team with supporting documents for Billing, A/R, CPR’s.
• Assist PM team with preparation of timecards, COP’s, T/M tickets for other document submissions.
• Assist PMs to submit monthly payment applications with project required paperwork.
• Keep accurate billing log and projections.
• Assist PMs in all collections. Report/Update all collections issues to ISEC A/P Dept. and OMs.
• Track, follow up and insure documents such as vendor/subcontractor amendments, bonds and releases have been received, executed, and logged.
• Assist Project Engineer in preparing transmittals, submittals, and release checklists for releases to vendors for manufacturing.
• Prepare operation and maintenance manuals, guarantees and submit in accordance with specification requirements on each project.
• Assist PMs with O&M Manuals.
• Prepare and submit all close-out documentation in accordance with specifications requirements on each project.
• Issue Guarantees/Warranties to Contractor and receive them from our Subcontractors.
• Follow up to obtain returned Copies Signed POS/CA’s and Audit Contract Files.

Data Entry

• Update/maintain Prolog/Excel/Operations Workbook.
• Maintain electronic folders.
• Maintain contract documents and drawings.
• Manage and update Deltek application.
• Bluebeam, Prolog, PlanGrid and other various data entry.
• Code and research invoices.
• Cost to Complete entry.
• Log in all new Prime Contracts into document control system.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Preferred Qualifications (in addition to minimum qualifications)

• Associate degree or above
• Two or more years Construction Industry experience in an administrative role – i.e. Project Coordinator, Project Assistant or Contracts Administrator
• At least two years receptionist experience

Knowledge/Skills

• Some exposure to and ability to read plans and specifications
• Highly proficient in Microsoft Office Suite
• Document Control Applications, i.e. Prolog, Plan Grid or similar

Minimum Qualifications

Education/Experience

• High School diploma or equivalent
• One or more years in an administrative role in the construction industry
• One or more years receptionist experience

Knowledge/Skills

• Must have excellent knowledge of Microsoft office; specifically Excel, Word and PowerPoint, PlanGrid
• Able to prioritize and multi-task
• Strong written and verbal communication skills
• Strong organizational and time management skills
• Experience in assisting multiple departments

Customer Service Skills:

• Demonstrates commitment to deliver outstanding service– both with internal and external customers
• Takes ownership to personally resolve customer problems (or find someone who can)
• Listens well, asks clarifying questions, and checks for agreement with customers
• Committed to following-up with customers in all instances in a timely manner
• Strong sense of accountability - ensures that you will do what you say that you are going to do
• Creates a personal connection with customers – smiles, warm greetings, acts friendly and
• respectful
• Positive attitude