Operations and Project Coordinator

Job Description

Job Description

Overview

We are a family-oriented marine construction company specializing in high-quality dock, boathouse, lift, and waterfront construction projects. We pride ourselves on professionalism, strong customer relationships, organized project management, and quality workmanship.

We are growing and improving our internal systems to create a more organized, efficient, and scalable company while maintaining a friendly, team-oriented culture.

We are looking for a highly organized, proactive Operations & Project Coordinator to help keep projects, communication, purchasing, billing, and workflow moving smoothly across the company.

This is NOT a basic receptionist or assistant role. This position is central to helping the company operate efficiently and professionally.

Responsibilities

Operations & Project Coordination

- Maintain and update project pipeline and job tracking systems

- Coordinate project information between sales, estimating, field operations, and billing

- Ensure complete project information is collected before quotes and contracts are prepared

- Follow up on missing information, documentation, photos, receipts, and project updates

- Help maintain organized project records and documentation

Purchasing & Administrative Support

- Create and track purchase orders

- Coordinate material ordering with operations team

- Match and organize receipts to jobs in QuickBooks

- Assist with inventory/material tracking

- Support subcontractor and vendor coordination

Billing & Documentation

- Track project completion stages for billing

- Assist with invoicing for projects and service work

- Track overages, change documentation, and job cost information

- Ensure billing documentation is complete and organized

Customer Communication

- Professionally answer incoming calls

- Route customer inquiries appropriately

- Assist with intake forms for sales and service requests

- Help maintain an organized and professional customer experience

Workflow Accountability

- Help enforce operational processes and documentation standards

- Maintain communication flow between office and field

- Ensure systems and processes are consistently followed

Qualifications

Required

- Strong organizational and follow-through skills

- Ability to manage multiple moving projects simultaneously

- Professional communication skills

- Strong attention to detail

- Comfortable working with technology and software systems

- Ability to work independently and proactively

- Ability to communicate confidently and professionally with team members and customers

- Reliable, trustworthy, and consistent

Preferred

- Construction office or project coordination experience

- QuickBooks experience

- Microsoft 365 / SharePoint experience

- Purchasing or PO experience

- Service or construction billing experience

Ideal Personality Fit

We are looking for someone who is:

- proactive rather than reactive

- calm under pressure

- detail-oriented

- relational and friendly

- organized and process-minded

- emotionally mature

- comfortable following up and holding people accountable professionally

- low drama and team-oriented

Compensation

- Competitive pay based on experience

- Flexible for the right candidate

- Opportunity for long-term growth and increased responsibility

Schedule

- Full-time

- In-office position

Additional Information

Because this role is highly collaborative and plays an important part in our daily operations and company culture, finalists may be asked to participate in a paid working interview or trial day as part of the hiring process.

We are looking for someone who wants to become an important long-term part of a growing company and help us build better systems and operations for the future.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person