Operations Coordinator/Executive Assistant

We’re hiring a Operations Coordinator/Executive Assistant to provide regional-focused support designed to improve operational administrative coordination, strengthen communication and organization across the region, and create bandwidth capacity for the Regional Principal. 

This role directly assists the Regional Principal and serves as a key liaison between Dowbuilt operational departments and the Region. This position requires the utmost professionalism: self-direction, anticipation, adaptability, clear communication and discretion.

Most importantly, this position drives a positive, high-performing office culture and skillfully supports external partner relationships. It is an essential component of the Operations Coordinator + Executive Assistant role to continuing longstanding company traditions and values for our current employees, while fostering a supportive and unique culture for this growing team.

This role functions as a trusted operational partner to the Regional Principal and proactively engages the appropriate department heads in Dowbuilt’s Seattle office for emerging operational needs.

WHAT YOU’LL DO
As a Operations Coordinator/Executive Assistant, you’ll be responsible for:

Regional Principal Support

• Support Regional Principal in managing schedule, priorities, action items, and appointments; ensure Regional Principal meets deadlines and commitments
• Prepare meeting materials such as agendas, information packages, follow-up items, and notes
• Administrative duties and projects for Regional Principal as needed
• Track business development activities and opportunities and keep key personnel updated on progress
• Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours, architect visits, client lunches, industry events, and gifts
• 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
• 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, in office or remote
• Manage the office space, including supply ordering, office vendor management, mail processing, conference room reservation management, and other tasks that maintain a functional office
• Recognize regional employee birthdays, milestone anniversaries, and other celebratory events
• Support communication and follow-up between regional field teams and operational departments

IT Team Support

• Serve as regional IT point person for initiatives, maintaining office IT products (e.g. printers), and other requests as needed
• 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 phone, docking station, monitors, etc. before their first day
• Maintain Regional training laptops
• Provide support to Project Teams that are setting up and running temporary site offices, as needed

Marketing Team Support

• Serve as regional Marketing point person for initiatives and other requests as needed
• Run regional Dowbuilt events and volunteering, working with National Marketing and Events Coordinator
• Coordinate local content for The Level and all company meetings
• Maintain regional client and partner contact information
• Coordinate local communications and staff meetings
• Request regional 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
• Ensure activities are Dowbuilt brand appropriate by working with Marketing team
• Client and vendor gift support, including the annual New Years gift

HR Team Support

• Serve as regional HR point person for initiatives and other requests as needed
• Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
• Complete I-9 verification for field and office hires across region, as needed
• Provide employee separation process support, as needed
• Schedule pre-employment drug screens with local providers and coordinate details with new hires, as needed
• Support communication and follow-up for employees with HR needs, directing to appropriate HR Team member, and showing employees where HR information is posted
• Monitor and follow up with regional team members on outstanding HR training requirement
• Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success, as needed

Safety Team Support

• Serve as regional Safety point person for initiatives and other requests as needed
• Monitor and follow up with regional team members on outstanding Safety training requirements, such as OSHA, First Aid/CPR
• Process regional safety documentation in timely and appropriate manner
• Acquire regional safety materials locally as directed by Safety Team
• Support employees with Safety needs, directing to appropriate Safety Team member, and showing employees where Safety information is posted

Accounting Team Support

• Serve as regional accounting point person for initiatives and other requests as needed
• Train and assist employees with expense reimbursement in hh2, as needed
• Approve regional administrative invoices and monitor regional administrative budgets (administrative, employee event, community giving)
• Responsibly manage regional field checks, as needed

Construction Division Team Support

• Serve as regional Construction Team point person for initiatives and other requests as needed
• Support regional vehicles and equipment, as needed

TRAVEL: Regional travel is required, 10% -30% of time. Travel to other Dowbuilt locations and Seattle headquarters may also be required. Access to a personal vehicle required

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt Operations Coordinator/Executive Assistant, you’ll need:

•  Minimum of three (3) years of experience in office management, administrative support, executive  assistance, or a related role. 
• Bachelor's degree in Business Administration, Human Resources, or a related field, or an equivalent combination of education and professional experience. 
• Bilingual English/Spanish is preferred. 
• Proficiency in Microsoft Office Suite required; experience with Smartsheet strongly preferred. 
• Experience using web-based collaboration and business tools, such as Smartsheet, Slack, and Egnyte. 
• Strong technical aptitude and the ability to quickly learn and adapt to new technologies and systems.
• 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 and time management skills

ESSENTIAL FUNCTIONS

• Ability to work effectively from office, home, or jobsite
• Ability to work between the hours of 8 am and 4:30 pm MST and flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting, internal, and industry events
• 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
• Must comply with Dowbuilt’s drug and alcohol policy
• Must pass a criminal background check and pre-employment drug screen

WHAT WE OFFER
We are a fun, easygoing bunch of professionals who take a lot of pride in the work we do. We acknowledge the contributions and talents of our team members by providing benefits that support you at work and in life:

• 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.

WHO WE ARE
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, and Dwell.

The Dowbuilt culture is one of care—care for our employees, clients, and the talented craftspeople we partner with—resulting in care for the incredible designs we bring to life.

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.