Operation Management Specialist

About the Opportunity: We are seeking a detail-oriented Project Controls & Operations Coordinator to support construction project execution, project controls, and operational processes for a growing modular construction company. This role is essential to keeping projects organized, documentation accurate, budgets visible, and teams aligned from proposal development through contract completion. Working cross-functionally with Project Management, Preconstruction, Purchasing, Business Development, Accounting, and Operations, you will help ensure projects progress efficiently while maintaining compliance and accurate reporting. The ideal candidate has a strong background in construction administration or project coordination, experience with Procore and Sage, and the organizational skills to manage multiple workflows and competing priorities.

Project Documentation & Controls: Coordinate project setup, documentation, workflows, and distribution lists in Procore. Maintain project budgets, budget snapshots, commitments, change orders, and project reports. Ensure project documentation is complete, accurate, and organized throughout the project lifecycle. Monitor project task lists and support timely project progression and handoffs. Coordinate insurance, bonding, and other required documentation with internal teams and legal partners.

Asset & Fleet Management: Maintain fleet and asset tracking workbooks, dismantle schedules, building information, and related records. Coordinate fleet reservation requests, work orders, and inbound/outbound inspections through Procore. Track fleet availability, repair costs, asset information, and supporting documentation. Collaborate with Operations, Marketing, and Accounting to maintain accurate fleet records and updates.

Change Management & Commercial Controls: Maintain change order logs, including pending, approved, and rejected changes. Verify change orders include supporting documentation, cost breakdowns, and schedule impact information. Communicate change status, documentation gaps, and potential cost or schedule risks to project teams.

Compliance & Team Coordination: Track project-specific compliance records, including insurance certificates, safety documentation, subcontractor qualifications, and required security forms. Serve as a central point of coordination between Project Management, Accounting, and Field Operations. Coordinate client warranty and service kickoff calls, as well as internal project review and lessons-learned meetings. Maintain professional communication with clients, subcontractors, vendors, and internal stakeholders. Qualifications~5+ years of experience in construction administration or project coordination.~ Experience with Procore and Sage is required.~ Associate or bachelor's degree in Construction Management, Business Administration, or a related field preferred.~ Familiarity with construction contracts, change orders, AIA documents, and project workflows.~ Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.~ HubSpot experience is a plus.~ Strong organizational skills, attention to detail, and the ability to manage multiple priorities.~ Excellent written and verbal communication skills.~ Ability to work independently while collaborating effectively across multiple teams.~ A professional, proactive, and team-oriented approach. Benefits~401(k) with employer match~ Health, dental, and vision insurance~ Employer-paid life and disability insurance~ Health Savings Account (HSA)~ Generous paid time off