Dowbuilt
Operations Coordinator - Executive Assistant
Dowbuilt, Los Angeles, California, United States, 90079
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.
What You’ll Do Executive Assistance
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
Employee Support and Engagement
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.
Regional Office/Facilities Support
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.)
IT Team Support
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, monitors, cameras, headsets and all appropriate software, apps, permissions, etc. before their first day
Provide support as needed to Project Teams that are setting up and running temporary site offices
Marketing Team Support
Run local events and volunteering, working with National Marketing and Events Coordinator
Coordinate local content for The Level and various company meetings
Coordinate local communications and staff meetings in sync with Regional Principal
Order regional photography, signage, decorations, stationery and business cards
Support employee’s access to branded items, including apparel, jobsite signage, and office signage
Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events
HR/Recruiting and Safety Team Support
I‑9 verification for all field and office hires across region
Partner with the Recruiting and Onboarding Manager to ensure a smooth and consistent onboarding, orientation and training experience for regional new hires
Serve as regional Safety and Training coordinator to ensure compliant safety training and employee training/development coordination and documentation; Support site safety setup as time allows
ESSENTIAL FUNCTIONS
Ability to work effectively from home, office, jobsite or remotely while traveling
Ability to work between the hours of 8am and 4:30pm PST and flexibility to work beyond these hours as needed
Must be able to travel up to once per month for recruiting and industry events, and to support Dowbuilt employees in the region
Must be highly proficient in basic technology including MS Office Suite
Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company
Self‑directing, ability to work autonomously; adapt quickly and effectively to changing circumstances
Must comply with Dowbuilt’s drug and alcohol policy
Must pass a criminal background check and pre‑employment drug screen
What You Need To Succeed
Minimum of 3 years’ office management, administrative, or executive assistance experience required
Bachelor’s degree in business administration, human resources, or related field OR equivalent professional experience
Bilingual English/Spanish is preferred
Communicate ideas and information clearly in written, verbal and/or graphic formats
MS Office Suite expertise required; Smartsheet strongly preferred
Experience with web‑based solutions such as Smartsheet, Egnyte, Slack and Fieldwire
Technical aptitude and the ability to quickly learn new technologies and information systems
Excellent resourcefulness and problem‑solving skills
Business acumen - including strong problem‑solving skills, critical thinking and willingness to be vocally self‑critical
Ability to handle sensitive, private and confidential information
Motivated, dependable, honest and trustworthy
Ability to be an active listener, ask for help and suggest solutions
Ability to manage stress and maintain composure in challenging situations
Enthusiasm for fostering inclusive work environment, leading diverse teams, and a commitment to increasing equity for all employees
Strong organizational, personal and time management skills
Operate with a high level of integrity and emotional intelligence
Establish and maintain effective relationships with management, employees, vendors, and public
Tactful, resourceful, inquisitive, and diplomatic
Flexible and adaptable: the ability to switch gears and balance multiple priorities effectively
U.S. work authorization
What We Offer
Competitive pay commensurate with skills and experience
100% paid medical, dental, vision, and $50,000 in basic life insurance for full‑time employees (35% medical coverage for dependents), first of the month following DOH
401(k) retirement savings plan with employer profit sharing contribution
Company‑paid short‑term disability policy for all full‑time employees
8 paid holidays each year, no waiting period
Paid Time‑Off (PTO)
Mentorship and career development opportunities
Annual discretionary bonus
Opportunities for travel, if desired
The pay range for this position is $75,000 - $90,000 DOE
Dowbuilt is a construction company founded in 1980, and today our talented teams can be found from coast to coast. We excel at cutting‑edge, innovative, never‑been‑done‑before residential projects and home service—all of which require precision and impeccable attention to detail. We work with top architects, and our builds are regularly featured in publications such as Architectural Digest, Architectural Record, Dwell.
Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
#J-18808-Ljbffr
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.
What You’ll Do Executive Assistance
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
Employee Support and Engagement
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.
Regional Office/Facilities Support
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.)
IT Team Support
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, monitors, cameras, headsets and all appropriate software, apps, permissions, etc. before their first day
Provide support as needed to Project Teams that are setting up and running temporary site offices
Marketing Team Support
Run local events and volunteering, working with National Marketing and Events Coordinator
Coordinate local content for The Level and various company meetings
Coordinate local communications and staff meetings in sync with Regional Principal
Order regional photography, signage, decorations, stationery and business cards
Support employee’s access to branded items, including apparel, jobsite signage, and office signage
Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events
HR/Recruiting and Safety Team Support
I‑9 verification for all field and office hires across region
Partner with the Recruiting and Onboarding Manager to ensure a smooth and consistent onboarding, orientation and training experience for regional new hires
Serve as regional Safety and Training coordinator to ensure compliant safety training and employee training/development coordination and documentation; Support site safety setup as time allows
ESSENTIAL FUNCTIONS
Ability to work effectively from home, office, jobsite or remotely while traveling
Ability to work between the hours of 8am and 4:30pm PST and flexibility to work beyond these hours as needed
Must be able to travel up to once per month for recruiting and industry events, and to support Dowbuilt employees in the region
Must be highly proficient in basic technology including MS Office Suite
Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company
Self‑directing, ability to work autonomously; adapt quickly and effectively to changing circumstances
Must comply with Dowbuilt’s drug and alcohol policy
Must pass a criminal background check and pre‑employment drug screen
What You Need To Succeed
Minimum of 3 years’ office management, administrative, or executive assistance experience required
Bachelor’s degree in business administration, human resources, or related field OR equivalent professional experience
Bilingual English/Spanish is preferred
Communicate ideas and information clearly in written, verbal and/or graphic formats
MS Office Suite expertise required; Smartsheet strongly preferred
Experience with web‑based solutions such as Smartsheet, Egnyte, Slack and Fieldwire
Technical aptitude and the ability to quickly learn new technologies and information systems
Excellent resourcefulness and problem‑solving skills
Business acumen - including strong problem‑solving skills, critical thinking and willingness to be vocally self‑critical
Ability to handle sensitive, private and confidential information
Motivated, dependable, honest and trustworthy
Ability to be an active listener, ask for help and suggest solutions
Ability to manage stress and maintain composure in challenging situations
Enthusiasm for fostering inclusive work environment, leading diverse teams, and a commitment to increasing equity for all employees
Strong organizational, personal and time management skills
Operate with a high level of integrity and emotional intelligence
Establish and maintain effective relationships with management, employees, vendors, and public
Tactful, resourceful, inquisitive, and diplomatic
Flexible and adaptable: the ability to switch gears and balance multiple priorities effectively
U.S. work authorization
What We Offer
Competitive pay commensurate with skills and experience
100% paid medical, dental, vision, and $50,000 in basic life insurance for full‑time employees (35% medical coverage for dependents), first of the month following DOH
401(k) retirement savings plan with employer profit sharing contribution
Company‑paid short‑term disability policy for all full‑time employees
8 paid holidays each year, no waiting period
Paid Time‑Off (PTO)
Mentorship and career development opportunities
Annual discretionary bonus
Opportunities for travel, if desired
The pay range for this position is $75,000 - $90,000 DOE
Dowbuilt is a construction company founded in 1980, and today our talented teams can be found from coast to coast. We excel at cutting‑edge, innovative, never‑been‑done‑before residential projects and home service—all of which require precision and impeccable attention to detail. We work with top architects, and our builds are regularly featured in publications such as Architectural Digest, Architectural Record, Dwell.
Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
#J-18808-Ljbffr