Operations Coordinator - Executive Assistant

• Support Regional Principal in managing schedule, priorities, action items, and appointments; ensure Regional Principal meets deadlines and commitments
• Prepare meeting materials such as agendas, information packages, follow-up items, and notes
• Administrative duties and projects for Regional Principal as needed
• Track business development activities and opportunities and keep key personnel updated on progress
• Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours, architect visits, client lunches, industry events, and gifts
• Book Regional Principal travel arrangements, including but not limited to flights, rental cars and accommodations/services, reservations, etc.
• Collect, code and submit receipts/invoices for expenses, reports and reimbursements
• Build social and work events that enhance cultural awareness, training and learning opportunities
• Ensure our employees have the tools and necessities to create an optimal office working environment, in office or remote
• Recognize regional employee birthdays, milestone anniversaries, and other celebratory events
• Support communication and follow-up between regional field teams and operational departments

• Manage reception and entry areas to ensure an “always-ready and welcome” presentation via in-person communication, signage, cleanliness, organization and professional image for Dowbuilt
• Manage all daily shipping/receiving activities – including tracking and coding outgoing shipments and maintaining relationships with service providers
• Manage magazine, newsletter and other publication subscriptions for region’s various offices/facilities
• Order supplies related to business development, marketing and other events as needed; organize, and code all related expense invoices
• Coordinate and schedule regular office maintenance, cleaning, services and repairs
• Manage all office furniture requests, orders and maintenance and returns
• Develop awareness and proactive management of regional and office budgets & expenses
• Support the Facilities/Equipment Manager with various needs/requests when time allows (e.g., warehouse, office, equipment and vehicle tracking, assignments, registration, service, invoicing, transport, etc.)

• Serve as regional IT point person for initiatives, maintaining office IT products (e.g. printers), and other requests as needed
• Assist with basic IT issues/needs from employees; submit Assist tickets as appropriate on behalf of employees
• Work with IT help desk to ensure new office-based employees are set up with phone, docking station, monitors, etc. before their first day
• Maintain Regional training laptops
• Provide support to Project Teams that are setting up and running temporary site offices, as needed

• Serve as regional Marketing point person for initiatives and other requests as needed
• Run regional Dowbuilt events and volunteering, working with National Marketing and Events Coordinator
• Coordinate local content for The Level and all company meetings
• Maintain regional client and partner contact information
• Coordinate local communications and staff meetings
• Request regional stationery and business cards
• Support employee’s access to branded items, including apparel, jobsite signage, and office signage
• Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events
• Ensure activities are Dowbuilt brand appropriate by working with Marketing team
• Client and vendor gift support, including the annual New Years gift

• Serve as regional HR point person for initiatives and other requests as needed
• Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
• Complete I-9 verification for field and office hires across region, as needed
• Provide employee separation process support, as needed
• Schedule pre-employment drug screens with local providers and coordinate details with new hires, as needed
• Support communication and follow-up for employees with HR needs, directing to appropriate HR Team member, and showing employees where HR information is posted
• Monitor and follow up with regional team members on outstanding HR training requirements
• Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success, as needed

• Ability to work effectively from home, office, jobsite or remotely while traveling
• Ability to work between the hours of 8 am and 4:30pm PST and flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting and industry events, and to support Dowbuilt employees in the region
• Must be highly proficient in basic technology including MS Office Suite
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company
• Self-directing, ability to work autonomously; adapt quickly and effectively to changing circumstances.
• Must comply with Dowbuilt’s drug and alcohol policy
• Must pass a criminal background check and pre-employment drug screen

• Minimum of 3 years’ office management, administrative, or executive assistance experience required Bachelor’s degree in business administration, human resources, or related field OR equivalent professional experience
• Bilingual English/Spanish is preferred
• MS Office Suite expertise required; Smartsheet strongly preferred
• Experience with web-based solutions such as Smartsheet, Egnyte, Slack and Fieldwire
• Excellent resourcefulness and problem-solving skills
• Business acumen - including strong problem-solving skills, critical thinking and willingness to be vocally self-critical
• Ability to handle sensitive, private and confidential information
• Motivated, dependable, honest and trustworthy
• Operate with a high level of integrity and emotional intelligence
• Establish and maintain effective relationships with management, employees, vendors, and public
• Flexible and adaptable: the ability to switch gears and balance multiple priorities effectively
• U.S. work authorization

• Competitive pay commensurate with skills and experience
• 100% paid medical, dental, vision, and $50k in basic life insurance for full-time employees (35% Medical coverage for dependents), first of the month following DOH
• 401(k) retirement savings plan with employer profit sharing contribution
• Company-paid short-term disability policy for all full-time employees
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO)
• Mentorship and career development opportunities
• Annual discretionary bonus
• Opportunities for travel, if desired

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