Senior Construction Operations Specialist

This role involves working closely with project managers to support daily operations across multiple sites. Your ability to stay organized under pressure and offer solutions will be key to project success.

• Review architectural drawings to support construction estimating.
• Participate in project handoff meetings with estimating and project management teams.
• Prepare project startup documents, including kickoff packages and construction schedules.
• Create and maintain organized project folders and digital platforms.

• Order materials and coordinate with suppliers for timely delivery to job sites.
• Track RFIs, submittals, shop drawings, and change orders, ensuring timely responses and resolutions.
• Update job records and procurement sheets on digital platforms.

• Communicate with site supervisors, trades, designers, and external consultants regarding technical and scheduling matters.
• Act as the first point of contact for trades and suppliers regarding drawings, specifications, or technical issues.
• Support site documentation, including daily reports, photos, and deficiency lists.
• Support weekly site meetings; distribute agendas and meeting minutes.

• Provide administrative support to executive leadership, designers, office manager, and external business partners.
• Perform research for project-specific and business development tasks.
• Manage and coordinate emails: monitor, prioritize, take action, and organize archives.
• Coordinate internal and external meetings, appointments, and events.

• Support ongoing projects such as process improvement documentation and workflow setup.
• Assist in developing standard operating procedures, organizational charts, and process improvement documentation.
• Contribute to the implementation and setup of new platforms, apps, and business software.
• Act as technical support for trade partners needing assistance with internal systems or digital tools.

• Maintain accurate record-keeping for both online systems and physical documents.
• Distribute and organize incoming/outgoing mail.
• Combine and manage trade and supplier records into master lists for easy access and reference.

• Coordinate material ordering, delivery logistics (local and out-of-town), and track inventory needs.
• Arrange and manage shipping, receiving, and delivery schedules for project sites and office needs.

• Assist in preparing and distributing deficiency lists and follow-up logs.
• Collect, organize, and deliver close-out documents such as manuals, warranties, and as-builts.

Requirements:

• Bachelor's Degree in Architecture
• 3-4 years of construction administration experience
• Critical thinking, independent problem solving
• Ability to think outside the box
• High work ethic
• Experience supporting a project manager or construction manager preferred
• Excellent keyboarding, spelling, grammar, and proofreading skills
• Exceptional attention to detail with respect to proofreading, note-taking, and data monitoring and recording
• Expert knowledge, experience and proficiency in computer applications, including Buildertrend, Word, Excel, PowerPoint, Adobe, Microsoft Office and related applications DropBox, ClickUp, Lucid Chart
• Excellent written and verbal communication and interpersonal skills
• Excellent problem-solving, analytical, and research skills
• A strong commitment to confidentiality and privacy
• Demonstrated leadership, initiative, organization, planning and multi-tasking skills
• An excellent team player committed to contributing to a positive working environment
• Ability to work within a team independently and collaboratively, as required, and with limited supervision

Contact us if you have the necessary qualifications and skills.