Office & Operations Coordinator Multi-Site

NV5 - Cleveland, OH

Full-time - Mid Level

Cleveland, OH

Professional, Scientific, and Technical Services

About the position

The Office & Operations Coordinator at NV5 plays a crucial role in supporting the Owner's Representative group by ensuring smooth office operations and providing efficient project support. This position is essential for fostering a productive environment, managing office functions, and addressing the administrative needs of leadership. The coordinator will act as a central resource for internal teams, delivering responsive and solution-oriented support to enhance office operations and contribute to NV5's mission of empowering communities through sustainable solutions.

Responsibilities

• Oversee all administrative duties, ensuring smooth day-to-day office functions.
• Manage office inventory and supplies, handling procurement and vendor relationships for the office and field teams.
• Support accounts payable and receivable processes, coordinating with finance to ensure timely and accurate reporting.
• Oversee mailing, shipping, and receiving functions for both local and remote team members.
• Act as a responsive resource for internal teams, proactively addressing operational needs and troubleshooting issues to maintain seamless workflows.
• Provide exemplary service to NV5's staff and leadership, ensuring requests are met efficiently and professionally.
• Coordinate team meetings, training sessions, and client-facing events, ensuring all logistical needs are met.
• Assist with travel coordination for staff, managing schedules, reservations, and any last-minute changes.
• Develop and maintain resource materials and 'how-to' guides for staff, streamlining internal processes and knowledge sharing.
• Acknowledge and celebrate employee milestones, including work anniversaries and special achievements.
• Maintain project close out records and update past project information.
• Assist proposal teams by coordinating legal reviews, certificate of insurance requirements, and other compliance documentation.
• Serve as the primary local HR representative, managing onboarding and employee status changes.
• Coordinate and schedule employee training sessions, manage HR documentation, and assist with company events.
• Collaborate with HR on recruitment efforts, including job posting coordination, interview scheduling, and new hire orientation.
• Serve as the primary liaison with IT support, facilitating troubleshooting efforts and ensuring timely resolution of technical issues to maintain smooth office operations.
• Manage digital file organization and ensure office systems are running smoothly.
• Monitor and optimize operational workflows, identifying and implementing improvements for greater efficiency.
• Assist leadership with tracking budgets, expenses, and office spending, identifying areas to streamline costs.
• Handle internal and external inquiries with professionalism and promptness.
• Provide support for leadership, including scheduling, drafting communications, and maintaining confidentiality.
• Compile and track relevant data for weekly or monthly team reports.

Requirements

• 5+ years in an administrative, operations, or office management role.
• Proficiency in Microsoft Office Suite, Teams, and SharePoint required.
• Knowledge of Deltek Vantagepoint, Bluebeam, Canva, and other digital tools is a plus.
• Exceptional organizational and multitasking skills, proactive problem-solver, and a collaborative team player.
• Experience in engineering, real estate, construction, or consulting is advantageous.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Opportunities for advancement
• Life insurance