Operations Coordinator - Executive Assistant

Operations Coordinator - Executive Assistant

We’re hiring an Operations Coordinator‑Executive Assistant to provide project‑based and regional‑focused general administrative and operations support that directly assists and liaisons with the Regional Principal. This role requires the utmost professionalism, self‑direction, flexibility, expert communication, trust, privacy, timely follow‑up and coordination. Responsibilities include coordinating with and supporting various Project Build/Service teams, Dowbuilt department heads, critical community professionals/interests/events, and high‑value client/partner facing efforts.

In addition to day‑to‑day responsibilities, an essential component of this role is to champion and nurture a healthy, enduring culture of trust, honesty, hard work and respect for the entire SoCal region. This means continuing longstanding company traditions and values for our current employees while fostering a supportive and unique culture for this growing team.

It is essential to grasp the emerging operational needs in Southern California and proactively engage the appropriate department heads in Dowbuilt’s Seattle office.

• Manage Regional Principal’s calendar and appointments as necessary (e.g., daily/weekly basis)
• 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
• Scan, copy, sort, send and file documents for Regional Principal upon request
• Track whereabouts of Regional Principal as best as possible and serve as key‑liaison for that information internally (w/ due respect to personal privacy and as appropriate) and on a confidential “need‑to‑know” basis externally
• Assist and coordinate with Regional Principal proactively in terms of providing regular and meaningful client experiences and care/service‑oriented opportunities, visits, gifts, communications, events, moments and experiences

• Help identify and participate in local recruiting and industry events to increase Dowbuilt awareness
• 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
• Recognize regional employee birthdays, milestone anniversaries, and other celebratory events
• Assist new hires with office, facilities, jobsite orientations, required trainings, startup paperwork and any expense reimbursements and timecard tracking in HH2
• Occasionally book travel arrangements on behalf of project teams with approval from Regional Principal
• Occasionally assist project teams with misc. support tasks such as coordinate lunch deliveries for client meetings, drop packages to project job sites, etc.

• 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.)

• 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 laptops/endpoints, docking station,…