Owen-Ames-Kimball Co. · 14 hours ago
Grand Rapids, MI- Administrative Coordinator
Grand Rapids, Michigan, United States
Full-time
Onsite
Entry Level
2+ years expOwen-Ames-Kimball Co. is a company focused on providing administrative and operational support across various departments. The Operations Center Coordinator role is responsible for managing job setups, coordinating training programs, and maintaining documentation to ensure smooth operations across the organization.
Real Estate
Responsibilities
Serve as a liaison between Operations Administrator, Leadership, Project Managers, General Superintendents, Yard, and Field Employees
Supporting the Operations Administrator with documentation, program systems, and tracking when needed
Greet visitors professionally, serving as the contact for all office visitors, vendors, subcontractors, and field employees
Coordinate with Facilities Manager, Yard Manager, IT, and Administrators to schedule vendors and services as requested
Ordering office items and stock materials needed at the Operations building
Housekeeping duties for the Operation Center, including but not limited to events, trainings, and meetings
Assist in project bid openings and bid form management
Occasional blueprint scanning and other duties in coordination with the Facility Manager
Updating and maintaining yard software
Monthly reporting for rental and consumables for accounting
Working with Yard Manger on updating quantity items and rental rates
Enter in tools and charge jobs for materials purchased in field from accounting
Closing out jobs in system and communicating with field and Yard Manager on outstanding items listed
Help support field employees with transferring, field requests, and inventory checks using On! Track
Send out emails with Hilti updates and communication needs
Communicate and coordinate with deliveries at building
Ordering field signs companywide through Google Forms and coordinate delivery
Creating and updating Jobsite Safety Boards
Update field on delivery information
Coordinate safety and non-safety trainings at the Operations building
Completion of any onsite training attendance documentation
Track training completion and follow up with field teams and leadership as needed
Assist with scheduling and logistics for company-wide training
Partner with Operations Assistant and Yard Manager to identify inefficiencies and recommend process improvements
Help implement new tool software, workflows, and documentation standards
Support continuous improvement initiatives related to field operations, reporting, and compliance. (KHA, On!Track, VING)
Coordinate cross-departmental efforts related to operations, field execution, or company growth
Setting up building for company events, bids, meetings, and training courses
Coordinate with Marketing, Yard Manager, APMs, etc
Coordinate training room scheduling and ensure rooms are set up for meetings (AV, seating, supplies)
Assist Marketing and Yard Manager with field events
Schedule services and field help with Yard Manager when needed
Assist with after-hour Ops building entry and changing door schedule when needed
Act as a problem-solver and resource to help move operational initiatives forward
Qualification
Required
2–4 years of administrative, coordination, or office operations experience preferred
Experience in construction operations, field support, scheduling, or safety administration is strongly preferred
Experience with Hilti ON! Track, Procore, VING, and BambooHR is helpful
Strong understanding of scheduling logistics, data accuracy, documentation, and training coordination
Coordination: Aligns efforts and adjusts actions to maintain collaboration and consistency among multiple teams, departments, and stakeholders
Active Listening & Communication: Communicates clearly and professionally with field staff, trainers, vendors, and internal teams; listens to understand and confirms details to avoid errors
Clerical Knowledge: Skilled in managing records, entering data, maintaining files, preparing reports, and ensuring accuracy across platforms (Hilti, Procore, VING, SharePoint)
Time Management: Effectively prioritizes multiple deadlines, training schedules, onboarding steps, and administrative tasks in a fast-paced environment
Monitoring & Recordkeeping: Tracks training hours, certificates, safety documentation, job setups, and tool assignments to maintain complete and consistent records
Computers & Technology Knowledge: Proficient in Hilti ON! Track, Procore, VING, SharePoint, BambooHR, Microsoft Office, and other operational systems
Attention to Detail: Reviews of entries, certificates, job data, and documentation with accuracy to prevent errors and maintain system integrity
Information Ordering: Organizes data, tasks, workflows, and system entries in the correct sequence, ensuring clarity and alignment across all administrative processes
Company
Owen-Ames-Kimball Co.
Owen-Ames-Kimball Co. offers commercial construction management and general contracting services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Frank Stanek, PE
President, CEO
John LaBarge
Chief Financial Officer
Company data provided by crunchbase