Operations Coordinator

VirtueStaff is seeking a highly organized and proactive Operations Coordinator to drive efficiency within the departmental leadership team for our client.

Requirements

• Departmental Governance: Manage the departmental calendar, attend key leadership meetings to capture 'Who, What, and When' action items, and proactively track those items to ensure deadlines are met
• Process Documentation & Auditing: Collaborate with Subject Matter Experts to draft and maintain a searchable digital library of SOPs for AP, AR, Treasury, and Payroll, conducting quarterly audits to ensure accuracy
• Performance Reporting: Aggregate weekly/monthly KPIs such as Days Sales Outstanding and error rates, and create 'Departmental Health' slide decks for leadership
• Ticketing Oversight: Monitor the HappyFox ticketing system to ensure SLAs are met, tickets are assigned correctly, and aging items are escalated
• Capacity & Strategy Tracking: Maintain a team 'Heat Map' for workload distribution, coordinate cross-training to eliminate single points of failure, and monitor progress toward strategic 'Rocks' or initiatives
• Inter-Departmental Liaison: Serve as a bridge between Accounting and Pre-Construction/Operations to facilitate smooth data hand-offs and maintain high-quality internal relationships
• Technical Mastery: Advanced proficiency in the Microsoft 365 suite, with a specific emphasis on Excel for data reporting and PowerPoint for executive presentations
• AI Fluency: High level of comfort utilizing AI tools (e.g., ChatGPT, Copilot) to summarize notes, draft correspondence, and analyze data patterns
• Industry Experience: Previous experience in a General Contracting or Construction environment is highly preferred
• Communication & Influence: Exceptional written and verbal communication skills, with a proven ability to influence others to meet deadlines without having direct authority over them
• Systems Experience: Familiarity with ticketing systems (specifically HappyFox) and departmental financial processes (AP, AR, Payroll) is a significant plus

Benefits

• Performance Bonus