Office & Operations Coordinator - Multi-Site

NV5 - Lakewood, OH

Full-time - Entry Level

Lakewood, 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 administrative functions, and supporting the leadership's needs. The coordinator will act as a central resource for internal teams, enhancing office operations and ensuring that teams have the necessary resources to succeed. A strong commitment to exceptional internal customer service is vital for creating a collaborative workplace.

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.
• Foster strong relationships across teams, understanding and anticipating their operational needs to deliver effective, timely support.
• 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.

Requirements

• Proven experience in office administration or operations support.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite and other office management software.
• Experience with HR processes and employee onboarding.

Nice-to-haves

• Familiarity with project management tools and software.
• Experience in event planning and coordination.
• Knowledge of accounts payable and receivable processes.

Benefits

• Health insurance coverage
• 401k retirement plan
• Paid time off and holidays
• Professional development opportunities
• Flexible scheduling options