Operational Services Coordinator

The purpose of your role as an Operational Services Coordinator

As an Operational Services Coordinator, you will provide administrative support to business operations, including subcontracts, construction, and estimating teams. Assist and facilitate communication with business partners and internal teams to complete credit applications, business partner set-ups, subcontract compliance, and various projects. Provide prompt responses and support to ensure seamless business operations. This is an on-site position based out of our St. Paul, MN office.

Organizational Support:

• Manage shared inbox by answering basic inquiries, forwarding requests to the correct department, sorting emails to appropriate folders, categorizing and overall organization of emailed requests and information. Research and communicate with team members and other departments to accurately respond or redirect emailed requests.

• Set-up business partners in accounting system, in a prompt and timely manner.

• Ensure payment remittance/billing and legal information is current and validate by communicating with external customers and vendors.

• Process credit applications for local and out of state vendors by applying knowledge of company information and business structure. Thoroughly analyze terms and conditions and flag items for further review by escalating it to the Purchasing department.

• Allocate purchasing card charges for various departments. Maintain efficient record-keeping processes for purchasing card receipts.

• Assist with purchasing card administration as needed.

Administrative Support for Subcontracts team:

• Manage subcontract compliance documents by keeping an organized file structure of important documents for reference. Upload the appropriate project specific documents to the correct job files for company reference.

• Analyze subcontractor documents to ensure all Harris requirements are met.

• Provide prompt responses to internal and external inquiries about subcontractor compliances and initiate communication to resolve noncompliant subcontracts.

• Work off of weekly AP compliance hold lists, communicating with AP, the project team, and subcontractor to obtain required documents. Research and develop ERP reports to assist with resolving compliance holds.

• Perform general administrative scanning and filing of subcontract files, ensuring adequate and proper documentation of subcontract compliance documents.

Administrative Support for Project + Estimating Teams:

• Create bid folders and specs

• Download plans and specs into Harris network and distribute to subs for bidding

• Create weekly bid list and distribute to team members

• Support Service/Building Automation and Construction project teams by printing necessary plans/CAD drawings

• Create Operations + Maintenance manuals at the end of projects for distribution to customers.

• Apply for permit applications based on project scope requirements. Promptly research and submit necessary documents to ensure compliance with state and local permitting laws.

General Administrative:

• Perform other general administrative duties, including but not limited to:

• Process permits

• Daily scanning/indexing/filling

• Convert documents for indexing

• Process mail

• Assist with ensuring paper file archives are managed and maintained according to business and departmental retention policies.

• Coordinate team intranet page content

• Act as back up to Front Desk

What we're looking for in you

• Proficient with Microsoft Office - advanced typing skills

• 2+ years if experience writing business level correspondence

• 2+ years of experience providing administration support to a group or division

• Ability to work as part of a team and take direction from multiple stakeholders

• Knowledge of mechanical contracting preferred

• Associate's degree in business or related preferred

Your life at Harris

As one of the country's leading mechanical contractors, Harris offers you the best of both worlds: the stability, resources and opportunities of a national company, and the team culture, creative spirit and customer loyalty of a local business. If you thrive on variety and new challenges, we want to meet you!

From stadiums to manufacturing facilities, power plants to hospitals, concert halls to classrooms, we handle projects of all sizes and complexity from multiple regional locations across the country.

Harris Benefits + Compensation

• Medical, dental, vision, and life insurance

• 401K with company match

• Vacation time, sick time, and paid holidays

• Paid Parental leave

• Short-Term Incentive Plan

Visit our Careers Page for additional benefits details: https://www.harriscompany.com/careers/employee-benefits-at-a-glance

Pay Range: $23.18 - $34.77 per hour

The actual salary offer will vary by candidate based on a wide range of factors such as specific skills, qualifications, experience, and location.