Administrative Operations Coordinator

2 weeks ago

Baltimore, Maryland, United States Southway Builders Full time
Job Overview

At Southway Builders, we are dedicated to not only constructing buildings but also fostering communities and nurturing talent. As we expand our capabilities and expertise, our core principles of quality, reliability, and integrity remain the foundation of our operations.

We prioritize our people, recognizing that our achievements are rooted in the individuals we employ and the collaborative teams we cultivate. Our recruitment process reflects this commitment, focusing on understanding the complete individual – their personality, motivations, and job-related behaviors, in addition to their technical skills. A standardized assessment, known as the CMA Assessment, is integral to our hiring process, allowing us to appreciate the unique contributions each candidate can make to our team.

Our enthusiasm for construction, combined with a cooperative, team-oriented approach, distinguishes us in attracting and retaining clients. The strong reputation we have established enables us to continue growing, providing a vibrant work environment that appeals to new team members seeking personal and professional development. We offer hands-on learning and mentorship through a diverse array of challenging projects, including adaptive reuse, historic preservation, renovations, and new construction.

If you align with our values of quality, reliability, and integrity, and possess a humble, driven, and intelligent mindset, we invite you to consider the role of Administrative Operations Coordinator. This position is essential for devising strategies to effectively manage the daily functions of our office, oversee general administrative tasks, and proactively coordinate events and activities within the office environment.

Position Responsibilities:

The Administrative Operations Coordinator will be responsible for:

  • Office Environment & Maintenance: Establishing a positive office atmosphere through effective management of office policies, including visitor and employee reception, supply management, and maintaining cleanliness in shared spaces.
  • Access Management: Overseeing office access technology and security systems, including the distribution and programming of access fobs.
  • Facility Management: Coordinating with external cleaning services to ensure quality and timeliness, managing repair requests, and negotiating leasing agreements for office equipment.
  • Document Management: Organizing and digitizing office files to reduce paper usage and managing offsite storage solutions.
  • Reception Oversight: Directing the activities of the reception staff to ensure a welcoming environment.
Supplies & Inventory Management:
  • Office Supplies: Monitoring and ordering supplies while adhering to budget constraints and exploring more efficient inventory management methods.
  • Equipment Oversight: Managing company vehicles and mobile devices, ensuring compliance with safety policies and procedures.
Meeting Coordination:
  • Conference Room Management: Overseeing the scheduling and setup of conference rooms, including catering arrangements as needed.
Administrative Support:
  • Licensing Management: Ensuring the company's business licenses and contractor licenses are maintained and renewed in a timely manner.
Financial Administration:
  • Budget Management: Overseeing the office budget and making informed decisions to balance expenditures with operational needs.
  • Invoice Processing: Administering automated payment systems and managing daily invoice workflows.
Qualifications:

The ideal candidate will possess:

  • A Bachelor's degree in business administration or a related field.
  • 5 to 7 years of proven experience in office management or operations.
  • Proficiency in Microsoft Office and familiarity with office equipment maintenance.
  • Strong organizational skills with attention to detail and the ability to prioritize tasks effectively.
  • Excellent communication skills, both written and verbal.
  • A commitment to outstanding customer service and continuous improvement in office operations.
Core Competencies:

Successful candidates will demonstrate:

  • A humble, hungry, and smart approach to their work.
  • The ability to thrive in high-pressure situations and manage multiple priorities.
  • A proactive mindset focused on driving efficiency and effectiveness in all tasks.

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