Operations Coordinator

Job Description

Job Description

Position Summary :

The Operations Coordinator at The Olson Company must be a flexible problem solver who can provide support to the Director of Plan Development.

This position will support all aspects of the plan development process and provide assistance to the Operations department.

Essential Job Functions :

• Online Plan Management
• Ensure the Latest & Greatest plans are uploaded in Q Drive Plan files as well as Online Storage system for Consultant & Trade Partner access
• Aide in transferring Plans from current SharePoint system to new BuildTopia Plan Storage center
• Ensure most up to date plan copies are sent to field and received by Purchasing Dept., sending an email to the team alerting that new plans have been uploaded
• Utilize Plan storage Tracker to keep updated listing of current plan sets.
• Plan Check & Permit Tracking
• Ensure Plan / Permit tracking spreadsheet is updated daily / weekly with accurate information, including all PC / Permit numbers and submittal, resubmittal & approval dates.
• Scan in and upload all permit copies to appropriate files and distribute copies to field. Ensure all receipts are also scanned and saved in the files.
• Request updated trackers from Fire Sprinkler and Solar consultants and add information to our main tracker
• Possibly update tracking system to be color coded and alert when due dates have passed.
• Encroachment Permit
• Request necessary items from Trade partners to acquire encroachment permit, inclusive of city / county specific insurance, business license and authorization letter.
• Check requests
• Complete check request forms as needed and send through DocuSign for appropriate approvals. Save all documents and back-up in project files.
• Bonds
• Request Municipal Bonds for multiple projects and aide in tracking if applicable.
• For county bonds, go to registrar office in Norwalk to have stamped / signed off for approval
• Exoneration work with multiple agencies to request bond exoneration and acquire punch lists and necessary items for inspection walks to ensure bond release.
• Application Processing
• Complete Building Permit applications, Construction Water Meter applications, and misc. submittal applications & documents as needed
• Upload documents for online submittals as needed
• Request city business licenses / renewals
• Contracting
• Initiate Consultant Contracts
• Reduce contract budgets in JDE as needed.
• Process Buck Slips and change order requests via DocuSign once amount approved by supervisor
• Act as liaison between Consultant and Accounting Department to ensure timely payment and accurate billing
• Project Assistance (Driving may be required)
• Pick-up and Delivery of Plans / Documents as needed.
• Pay taxes in Downtown LA as needed
• Pay fees to various municipalities at various locations as needed
• Ship out old plans & closeout project field documents to storage as necessary
• Route Sequence sheets and various other items through DocuSign for approvals
• Prepare Conditions of Approval Tracking Spreadsheets
• Seal Beach office telephone support
• All other duties as deemed necessary for this position

Misc.

Notary Public Willingness to get Notary Licensing for departmental use.

Job Requirements :

Education / Years of Work Experience :

• High School diploma or equivalent
• 1 to 2 years applicable Home Building industry experience as administrative support staff preferred but not required

Skills :

• Must possess excellent communication skills (both written and verbal)
• Must possess interpersonal skills
• Must be proactive and self-motivated
• Must be punctual and reliable
• Must possess and utilize excellent time management skills and be able to handle multiple tasks concurrently
• Must have intermediate computer skills in Microsoft Word, Microsoft Excel and Microsoft Outlook.

Typical physical Demands :

• While performing the duties of this job, the employee is regularly required to sit, use hands to manipulate equipment, and to talk and hear
• The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, or crouch
• The employee must occasionally lift and / or move office supplies weighing up to 25 pounds
• Finger dexterity is required to operate a computer keyboard, telephone and calculator
• Maintain a professional appearance
• May require travel to cities, job sites and may include early morning or evening meetings as required to keep project schedules
• Must have transportation to all Olson Homes’ communities and the Seal Beach office location.
• If transportation is your own automobile, you must have a valid state approved driver’s license and proof of automobile insurance.
22 days ago