Operations Resource Coordinator

About the role

We are seeking a highly organized, proactive, and detail-oriented Individual to work directly with the Chief Operations Officer (COO). The ideal candidate will possess strong administrative skills, experience with ERP systems (preferably VantagePoint), and the ability to handle a wide range of operational and project management tasks. This role requires exceptional multitasking capabilities, confidentiality, and a keen sense of prioritization in a dynamic, fast-paced environment.

Responsibilities

• Partner with the Chief Operating Officer to support firm-wide operations, resource planning, and project coordination.
• Assist COO of operations in the planning and utilization of resources.
• Assist with the planning and scheduling of staff resources across projects.
• Provides operational support to project managers as directed by the COO.
• Facilitate Project Manager meetings by documenting action items and following up on assigned tasks.
• Lead recurring stakeholder and VantagePoint meetings by developing agendas, facilitating discussions, tracking action items, and ensuring timely follow-up on operational priorities.
• Collaborate with Project Managers to monitor project status, staffing needs, budgets, schedules, and key milestones.
• Prepare and maintain project budgets, fee proposals, resource plans, financial worksheets, and other operational documentation.
• Coach and support new and existing Project Managers by providing guidance on project administration, resource planning, Deltek Vantagepoint, and established operational processes to promote consistency, efficiency, and successful project execution.
• Serve as a liaison between the COO and internal teams, and external stakeholders to ensure seamless communication and task execution.
• Serve as a subject matter resource for Deltek Vantagepoint, including project setup, resource management, reporting, dashboards, quarterly release testing, and system support.
• Partner with Operations, Finance, and Marketing to ensure accurate project information and efficient business processes within the ERP system.
• Utilize VantagePoint or similar ERP systems to generate reports, track project data, and monitor key performance indicators (KPIs).
• Prepare, edit, and proofread proposals, presentations, reports, and other operational documents.
• Monitor and organize files, and correspondence to maintain efficient operations.
• Identify opportunities to improve processes, workflows, and reporting to increase operational efficiency.
• Build collaborative relationships across all levels of the organization while serving as a trusted operational resource.
• Other duties as assigned.

Requirements

• BS degree in business, management, architecture, or related discipline a plus.
• Minimum of five years supporting senior-level executives in architectural, design, or construction-related environment.
• Proficiency in ERP systems such as VantagePoint (Deltek) is strongly preferred.
• Advanced Microsoft 365 skills, particularly in Excel, Word, and PowerPoint.
• Demonstrated leadership and emotional intelligence skills.
• Strong interpersonal, client service, and communications skills.
• Excellent attention to detail, problem-solving, and organizational skills.
• Ability to work well as part of a team and interact with staff at all levels of the organization.
• High level of professionalism and discretion when handling sensitive information.
• Experience supporting operations or project management functions preferred.
• Familiarity with architectural and design industry terminology and workflows a plus.

Benefits

• Hybrid office (In-office T, W, Th; WFH M, F)
• PTO and holidays
• Paid Health, Dental, and Vision Coverage
• 401(k) with Company Match
• Paid Short & Long-Term Disability
• Paid Life and AD&D benefits
• Employee Assistance Program
• Supplemental Life and Ancillary Insurance Options
• Professional Certification Reimbursement
• Professional Organization Membership Reimbursement
• Wellness Incentives
• Tuition Assistance
• Student Loan Assistance
• Identity Theft Plan and Legal Plan
• Volunteer Time Off
• Pet Insurance

This response is AI-generated, for reference only.