Operations Coordinator

Advanced Construction Technologies; Irvine (CA); On-site; USD 44,000 - 51,000; Full time

Benefits offered by this job

Employer health coverage

Dental and vision insurance

401(k) with a 100% match up to 4%

Job summary

Advanced Construction Technologies in Irvine, CA is seeking an Operations Coordinator to provide hands-on operational and administrative support across project execution, licensing and business development. You’ll report to the Vice President and the Operations/Finance Manager and help keep multiple workflows on track.

This mid-level role requires 3–5 years of admin or operations experience, a high school diploma (bachelor’s preferred), sharp organizational skills and professional communication

Qualifications

• 3 to 5 years of administrative or operations experience.
• High school diploma or GED required; bachelor’s degree preferred
• Strong organization and attention to detail, especially where deadlines are involved
• Ability to manage competing priorities independently, and to escalate early when a decision is needed
• Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort learning new software
• Clear, professional communication with internal teams, clients, municipalities and insurers

Responsibilities

• Coordinate and process material submittals to keep projects on schedule
• Prepare and maintain safety documentation for active projects
• Handle client follow-ups, document transmittals and general correspondence
• Proofread and format estimator proposals before submission
• Obtain and track city business licenses for project work
• Support procurement and tracking of COIs
• Coordinate project-specific bond requests with internal teams and outside partners
• Support GoCanvas, including troubleshooting and form updates
• Track and organize methane-related projects (specifications, training, documentation)

Skills

Organization

Communication

Time management

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Irvine, CA 92618 · In person · Full-time · $32 to $37/hour

About us

At ACT, we’re committed to excellence and innovation in the construction industry, with a strong presence in regions across the country and a reputation built on quality and customer satisfaction. Learn more at www.actoc.com.

The role

The Operations Coordinator provides hands‑on operational and administrative support across project execution, licensing and business development. You’ll take primary direction from our Vice President and our Operations and Finance Manager, and pick up requests from the broader ACT team in line with set priorities. This is a mid-level, execution-focused role for someone who keeps multiple workflows accurate, on time and moving.

What you’ll do

Operations support

• Coordinate and process material submittals to keep projects on schedule
• Prepare and maintain safety documentation for active projects
• Handle client follow‑ups, document transmittals and general correspondence
• Proofread and format estimator proposals before submission
• Obtain and track city business licenses for project work
• Support procurement and tracking of certificates of insurance (COIs)
• Coordinate project‑specific bond requests with internal teams and outside partners
• Support GoCanvas, including troubleshooting and form updates
• Track and organize methane‑related projects (specifications, training, documentation)

Licensing

• Manage multi‑state licensing end to end: applications, renewals, business registrations and deficiency responses
• Keep a living license tracker accurate and accessible

Executive support for the Vice President

• Inbox triage, calendar coordination, and travel and conference logistics
• Log and organize client correspondence and invitations to bid
• Support expense recording and related tracking
• Enter and maintain lead and opportunity data in NetSuite

What we’re looking for

• 3 to 5 years of administrative or operations experience, or an equivalent combination of education and experience
• High school diploma or GED required; bachelor’s degree preferred
• Strong organization and attention to detail, especially where compliance deadlines are involved
• Ability to manage competing priorities independently, and to elevate early when something needs a decision
• Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort learning new software
• Clear, professional communication with internal teams, clients, municipalities and insurers

Nice to have

• Construction, subcontractor or general contractor experience
• Experience with NetSuite, GoCanvas, BuildingConnected or Bluebeam
• Multi‑state contractor licensing experience

What we offer

• 100% employer‑paid employee health coverage (base plan), plus a 30% employer share for dependents
• Dental and vision insurance
• 401(k) with a 100% match up to 4% of salary
• Two weeks of paid vacation
• ACT is an equal opportunity employer. We will consider qualified applicants with arrest and conviction records in line with the California Fair Chance Act.