Office Operations Coordinator

2 weeks ago

Sens, Bourgogne-Franche-Comté, United States CyberCoders Full time

We are seeking a highly organized and detail-oriented Office Operations Coordinator to support the daily activities of our company. This role is crucial in ensuring efficient office operations and supporting the overall success of our projects.

Key Responsibilities:
  • Timekeeping & Attendance:
    • Accurately track and record employee work hours.
    • Manage timekeeping software and ensure timely submission of timesheets.
    • Assist with resolving timecard discrepancies.
  • Estimating Support:
    • Provide administrative support to the estimating team.
    • Help gather necessary documents, such as blueprints, specifications, and vendor quotes.
    • Assist in preparing bid packages and proposals.
  • Manpower Forecasting:
    • Maintain and update manpower schedules for upcoming projects.
    • Assist in coordinating staffing needs based on project timelines and workforce availability.
  • New Hire Onboarding:
    • Manage onboarding paperwork and processes for new hires, including background checks, W-4, I-9, and benefits enrollment.
    • Set up employee profiles in internal systems.
    • Schedule orientation sessions and safety training.
  • Front Desk & Customer Service:
    • Serve as the first point of contact for customers and vendors.
    • Answer phone calls, direct inquiries, and greet walk-in customers professionally.
    • Maintain a tidy and organized reception area.
  • Project Invoicing & Billing:
    • Produce, track, and follow up on project invoices.
    • Monitor invoice status and assist in collections.
    • Communicate with project managers and customers regarding payment statuses and inquiries.
  • General Administrative Support:
    • Schedule meetings and manage calendars for managers.
    • Order office supplies and manage inventory.
    • Maintain filing systems, both electronic and paper-based.
    • Assist in organizing company events, meetings, and project coordination.

Qualifications:

  • Education: High School Diploma or equivalent (Associate's degree in Business Administration or related field is a plus).
  • Experience: Prior experience in an administrative or office support role, preferably in a construction, electrical, or contracting environment.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with timekeeping and accounting software (e.g., QuickBooks, Procore) is highly desirable.
  • Communication Skills: Strong written and verbal communication skills.
  • Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize workload, and meet deadlines.
  • Attention to Detail: Accuracy in data entry, documentation, and timekeeping is critical.
  • Customer Service: Friendly, professional, and able to handle inquiries with patience and tact.

Benefits:

  • Salary: $65 - $80,000 per year (based on experience)
  • Health, Dental, and Retirement Plan Options
  • PTO, Holidays, and Sick Time
  • Applicants must be authorized to work in the U.S.

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