Position: Operations Coordinator
Reports to: Operations Manager / Chief Operating Officer
Supports: Excavation, Projects, Maintenance, and Grounds crews
Job Purpose
The Operations Coordinator is the administrative backbone of CAA Management’s field operations, keeping the maintenance, excavation, project, and grounds crews supplied, scheduled, and on-record. This role manages purchasing, payroll input, vendor coordination, and the operation’s systems of record, and serves as the hub between field crews, vendors, and leadership. The position is central to ensuring the business operates efficiently and that nothing falls through the cracks across a busy, multi-crew operation.
Job Duties and Responsibilities
Administrative Management
· Assist the Operations Manager, Project/Estimating lead, and crew leads with all administrative operations — documentation, record-keeping, correspondence, reports, and meeting minutes.
· Capture decisions and action items from the weekly leadership meeting and maintain the action register so every item has an owner and a status.
· Create, manage, and organize all file systems and folders, hard copy and electronic.
· Perform general office duties — answering incoming calls professionally, scanning, filing, logging mail, and maintaining office supplies and equipment.
Purchasing
· Serve as the point of contact for all purchasing of maintenance, project, and grounds-related parts, materials, and supplies; manage inventory and spares lists.
· Source and assess vendors based on price, availability, quality, and logistics; coordinate with suppliers and shipping to ensure timely, quality deliveries.
· Manage purchase orders, authorize payments, and keep meticulous records of purchasing expenses and spend by crew.
· Receive and log incoming deliveries and coordinate distribution to the appropriate site personnel.
Payroll & Time Tracking
· Compile employee hours from the timekeeping system (QuickBooks Time) in preparation for weekly payroll; resolve discrepancies with crews and contracted workers; forward to management for approval.
· Set up new employees in the timekeeping system and assist with onboarding paperwork, forwarding documentation to Human Resources.
· Perform field exit processes for jobsite personnel.
Systems & Software
· Become an expert in the maintenance software (Limble) — supporting preventative and on-demand maintenance, work-order management, equipment records, manuals, photos, and inventory control across all CAA facilities.
· Maintain the project and job-costing platform (e.g. Contractor Foreman) — entering costs, supporting budget-vs-actual job costing, and keeping project and equipment records current.
· Keep clean data flowing to QuickBooks; support the work-order process and help train department heads on it.
Coordination & Intake
· Field and log inbound work inquiries, validate them, route to the estimator, and follow up so opportunities don’t stall.
· Support crew and equipment scheduling week to week; keep shared calendars current.
· Keep grounds logistics on track — trash schedule, equipment upkeep, and supply reordering.
Perform additional duties as requested by Management.
Qualifications
Education and Experience
· High school diploma, GED, or equivalent certification, with 3+ years of office administration, purchasing, or coordination experience — ideally in construction, trades, property, or field services.
· Proficient computer skills, with advanced knowledge of MS Office, specifically Word and Excel.
· Knowledge of QuickBooks and Accounts Receivable experience an asset.
· Comfort with field/maintenance software (Limble) and project or job-costing platforms; quick to learn new systems.
Skills
· Strong communication, problem-solving, and organizational skills required.
· Excellent time management with the ability to multi-task, prioritize, and work with a sense of urgency.
· Reliable and trustworthy with money, data, and confidential information.
· Must be able to lift up to 20 lbs.
To Apply:
Please fill out the application form by click here, or clicking the “Apply for job” button.