Office Coordinator

About the Role:

We are seeking a highly organized and detail-oriented Office Coordinator to join our team. This role will be responsible for supporting various business functions, including permitting, marketing, policy and procedure development, compliance tracking, and financial reporting. The ideal candidate will ensure smooth day-to-day operations by managing workflows, updating tracking systems, and maintaining company processes.

Responsibilities:

• Permitting Support: Assist with the preparation and submission of permit applications, track approval statuses, and ensure compliance with regulatory requirements
• Marketing Assistance: Help implement marketing strategies by coordinating campaigns, updating materials, and assisting with content distribution
• Policy and Procedure Writing: Draft, update, and maintain company policies and standard operating procedures (SOPs) to ensure consistency and compliance
• Process Oversight: Monitor adherence to company processes, identify areas for improvement, and ensure that established workflows are followed
• Task & Deadline Management: Update and maintain project boards, assign tasks, track progress, and ensure deadlines are met across various projects
• Financial Reporting: Prepare and distribute financial reports on a daily, weekly, monthly, and quarterly basis, ensuring accuracy and timely submission
• Subcontractor Compliance: Maintain and update subcontractor Certificates of Insurance (COIs) and Bureau of Workers’ Compensation (BWC) certificates, ensuring all documentation is current and compliant
• Hiring & Screening Support: Assist with job postings, initial candidate screening, and coordination of interviews to ensure a smooth hiring process

Required Skills

• Proven experience in an administrative or project support role
• Strong organizational and multitasking skills with attention to detail
• Excellent written and verbal communication skills
• Ability to work independently and prioritize tasks effectively
• Familiarity with financial reporting and document management

Preferred Skills

• Experience in permitting, compliance, or construction-related administration
• Background in marketing support or policy writing
• Knowledge of insurance and subcontractor compliance requirements
• Proficiency in project management tools (e.g., Trello, Jira, Gant Charts) and Microsoft Office Suite (Excel, Word, Outlook)