Operations Coordinator

J & J Staffing Resources; Willow Grove (PA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Weekly pay

Medical benefits

PTO

Job summary

J & J Staffing Resources in Willow Grove, PA is seeking an organized Office Coordinator to support daily office operations, bid coordination, and project administration. The role involves working with owners, project managers, subcontractors, and staff to ensure timely administrative tasks, bid submissions, and documentation.

The ideal candidate is dependable, highly organized, and proficient with Google Workspace and document control systems.

Qualifications

• Experience in office administration and coordination preferred.
• Construction office experience is a plus.
• Strong computer skills with spreadsheets, email, and document management systems.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to format, prepare, and proofread professional correspondence.
• Strong time management and ability to meet multiple deadlines.
• Ability to work independently and with teams.
• Experience with BidTracer, Document Control, or related systems is a plus.

Responsibilities

• Maintain certificates of insurance, licenses, and registrations.
• Handle general office duties and correspondence, manage emails, and records.
• Answer incoming calls and support daily operations.
• Organize meetings and company events.
• Register and track apprentices, including hours and testing.
• Schedule manpower meetings and maintain spreadsheets.
• Coordinate bid documents, calendars, and deadlines.
• Prepare bid packages and submit bids on time.
• Create project records and manage RFIs and submittals.
• Verify contracts and prepare subcontracts.

Skills

Office Administration

Bid Coordination

Project Coordination

Time Management

Google Workspace

Document Management

Communication

Tools

BidTracer

Google Workspace

ProjectDoc Control

ComputerEase

Job description

We are seeking an organized, detail-oriented Office Coordinator to support daily office operations, bid coordination, and project administration. This position works closely with company owners, office staff, project managers, subcontractors, and other stakeholders to ensure administrative tasks, bid submissions, and project documentation are completed accurately and on time.

The ideal candidate is dependable, highly organized, has strong computer skills, and can manage multiple priorities in a fast-paced environment. Previous experience in a construction office is a plus.

Key Responsibilities

Office Administration

• Maintain and order certificates of insurance, company licenses, and contractor registrations.
• Handle general office duties, including preparing correspondence, managing emails, and maintaining records.
• Assist with answering incoming phone calls.
• Organize company outings, meetings, and employee functions.
• Register and track apprentices, including enrollment, hours, and testing requirements.
• Schedule monthly manpower meetings and maintain updated spreadsheets.
• Work closely with company owners and office staff to support daily operations.

Bid Coordination

• Coordinate estimating documents and bid packages, including notifying stakeholders of new bid opportunities and distributing bid documents.
• Create bid folders and maintain bid calendars, deadlines, and pre-bid meeting information.
• Distribute bid addenda and communicate updates to relevant stakeholders.
• Invite subcontractors and vendors through BidTracer and keep bid information up to date.
• Create projects in document control software and prepare or submit Requests for Information (RFIs) as needed.
• Review project specifications for bonding and insurance requirements.
• Complete contractor prequalification paperwork and gather required documentation.
• Identify and complete required bid forms, obtain signatures, and prepare supporting attachments.
• Print drawings and prepare bid packages for submission.
• Submit bid packages electronically or deliver them in person, ensuring all deadlines are met.
• Communicate bid results to stakeholders and maintain organized project files.

Project Coordination

• Prepare contract paperwork, bonds, insurance documentation, and required clearances upon project award.
• Verify contract amounts and coordinate signatures with the appropriate parties.
• Prepare and issue subcontracts to subcontractors as needed.
• Maintain and update project folders throughout the project lifecycle.
• Print, scan, and distribute drawings as needed.
• Prepare and submit certified payroll reports for company employees and subcontractors.
• Coordinate RFIs, change orders, and submittals throughout the project.
• Respond to emails and requests from building owners and construction managers.
• Assist project managers with preparing operation and maintenance manuals.
• Prepare required project reports, including minority participation reporting.
• Assist with pay applications and related documentation.

Qualifications

• Previous office administration or coordination experience preferred.
• Experience working for a construction company is a plus.
• Strong computer skills and proficiency with spreadsheets, email, and document management systems.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to format, prepare, and proofread professional correspondence.
• Strong time management skills and the ability to meet multiple deadlines.
• Ability to work independently and collaborate with company owners, office staff, and outside partners.
• Experience with Google Workspace, ComputerEase, ProjectDoc Control, or BidTracer is a plus.
• Familiarity with bid coordination, contracts, insurance documentation, or certified payroll is beneficial.

Why Join J & J?

J & J is a veteran founded and owned company honored by Forbes as one of the nation’s Best Professional Recruiting Firms.

Since 1972 J & J Staffing Resources has specialized in finding great jobs for great people. Every year we place thousands of candidates with thriving local companies. J & J works to put you in the best position to succeed. We provide access to top jobs, competitive compensation, and benefits. Stay on top of every opportunity - whenever you choose - even on the go. Download J & J’s Buzz app and get 1-tap apply, notifications of AI-matched jobs, and much more. Get Started at: www.JJStaff.com.

We Specialize in: Office, Skilled Industrial, Technical/IT, Healthcare, Legal, Accounting & Finance, Academic, Pharmaceutical, & Professional. Benefits: J & J offers weekly pay, Direct Deposit, Medical, Dental and Vision Benefits, Paid Time Off, and a Referral Bonus.