Operations Coordinator

VirtueStaff is seeking a highly organized and proactive Operations Coordinator to drive efficiency within the departmental leadership team for our client. This role is the "connective tissue" of the department, responsible for managing meeting governance, documenting complex workflows (SOPs), and tracking critical performance metrics. You will act as a strategic liaison, ensuring that action items are met, team capacity is balanced, and cross-departmental communication remains seamless. The ideal candidate is a master of Microsoft 365 and is highly comfortable leveraging AI tools to accelerate documentation and data analysis.

Responsibilities

• 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

Requirements

• 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

• Work From Home
• Performance Bonus