Operations Coordinator

VirtueStaff is seeking an Operations Coordinator to drive efficiency within the departmental leadership team. This role is responsible for managing meeting governance, documenting complex workflows, and tracking critical performance metrics.

Requirements

• Departmental Governance: Manage the departmental calendar, attend key leadership meetings to capture action items, and 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, 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