Operations Coordinator

Wharton-Smith - Tampa, FL

Full-time - Entry Level

Tampa, FL

Construction of Buildings

About the position

Wharton-Smith, Inc., a highly regarded General Contractor based in Central Florida, is seeking a qualified candidate for an Operations Coordinator (administrative) position in our Tampa, FL office. The Operations Coordinator will provide essential administrative support to the project teams, which include the Project Manager, Project Engineer, and Superintendent. This role is crucial in ensuring that project documentation is accurate, organized, and readily accessible. The successful candidate will utilize project management software to generate and track subcontracts, purchase orders, bonds, and other necessary functions within the software. Additionally, the coordinator will be responsible for maintaining project documents within the project management software and project files, ensuring that all information is up-to-date and correctly filed. The Operations Coordinator will also gather and assemble supporting documents for project manuals, which is vital for project compliance and reporting. The role requires the ability to access and perform routine functions on the Internet, as well as familiarity with processing Owner Direct Purchase purchases and MBE reporting, which is considered a plus. Knowledge of Contract Manager Software is also advantageous. The position may involve other administrative and general office duties as needed, making versatility and adaptability key traits for the ideal candidate. This position demands excellent organizational and problem-solving skills, as the coordinator will need to prioritize and manage multiple projects simultaneously while proactively following through on issues in a timely manner. The ability to work independently and in a fast-paced team environment with limited supervision is essential. Attention to detail, self-motivation, and excellent interpersonal skills are critical for effective communication with co-workers and clients, whether via phone, email, or in-person interactions. The Operations Coordinator must comply with applicable department policies, procedures, rules, and regulations, ensuring a professional and reliable demeanor at all times.

Responsibilities

• Provide administrative support to the project teams including the Project Manager, Project Engineer, and Superintendent.
• Utilize project management software to generate and track subcontracts, purchase orders, bonds, and other functions as required.
• Maintain project documents within the project management software and project files.
• Gather and assemble supporting documents for project manuals.
• Research and review reports using departmental software.
• Perform routine functions on the Internet as needed.
• Process Owner Direct Purchase purchases and MBE reporting when applicable.
• Complete other administrative and general office duties as needed.

Requirements

• Excellent organizational and problem-solving skills.
• Ability to prioritize and manage multiple projects simultaneously.
• Proactive follow-through on issues in a timely manner.
• Ability to work independently and in a fast-paced team environment with limited supervision.
• Detail-oriented and self-motivated.
• Excellent interpersonal skills with co-workers and clients (via phone, email, and in-person).
• Proficient in Microsoft Word, Excel, and Outlook.
• Proficient in copying/moving files and creating directories in a Windows environment.
• Attention to detail and strong math skills are essential.
• Possess a valid driver's license.
• Reliable and professional demeanor.

Nice-to-haves

• Knowledge of processing Owner Direct Purchase purchases and MBE reporting.
• Knowledge of Contract Manager Software.