Overview:
We're seeking a highly organized and dependable Office & Operations Coordinator to support day-to-day administrative & accounting functions, fleet management, and asset tracking. This role is essential to keeping office operations running smoothly while supporting internal teams with logistics, reporting, and documentation.

Key Responsibilities:

Office & Administrative Support

• Manage front office activities including answering phones, greeting visitors, and handling deliveries
• Maintain office equipment and coordinate service as needed
• Support vendor coordination, contract assistance, and supply ordering
• Oversee mail operations (sorting, distribution, postage system maintenance)
• Maintain office organization, including supplies, key management, and file archiving
• Administer VOIP phone system

Fleet & Vehicle Management

• Coordinate vehicle registrations, renewals, and GPS installations
• Track maintenance, recalls, and safety reporting for company vehicles
• Prepare monthly safety reports and annual driver record updates
• Compile year-end mileage logs for drivers

Asset & Equipment Management

• Maintain asset records and tracking systems (Reftab)
• Tag, update, and audit company equipment
• Generate monthly and quarterly equipment and asset reports

Project Closeout & Documentation

• Assemble project closeout and warranty documentation, including manuals, warranties, and subcontractor records
• Deliver organized physical and digital closeout packages

Qualifications:

• Strong organizational and multitasking skills
• Excellent communication and attention to detail
• Experience with administrative operations, fleet coordination, or asset tracking preferred
• Proficiency with office software and systems