Office Operations Coordinator

Office Operations Coordinator

At Salas O'Brien we tell our clients that we're engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That's why we're committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career-and they'll receive great total rewards along the way.

About Us

Founded in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow's requirements are today's opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary

The Office Operations Coordinator provides administrative, operational, and project support to help ensure the efficient day-to-day functioning of the Tustin office. This role serves as a key resource for office operations, project administration, proposal support, and leadership coordination while helping maintain organized and effective business practices across the office.

What makes this role unique is the opportunity to work across many aspects of the business. The Office Operations Coordinator will collaborate closely with project teams, accounting, business development, and office leadership while helping ensure the office operates efficiently and team members have the support they need to be successful. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced professional services environment.

Responsibilities

Office Operations & Administrative Support

• Coordinate day-to-day office operations to maintain an efficient and professional work environment.
• Manage office vendors, service providers, supplies, and facility-related needs.
• Coordinate workspace setup, office access, equipment requests, and first-day office logistics for new team members in partnership with Human Resources and hiring managers.
• Serve as a welcoming on-site resource for team members and visitors, helping to foster a positive office experience.
• Coordinate office meetings, events, training sessions, and team activities.
• Maintain office records, files, and administrative procedures.
• Provide administrative and organizational support to office leadership, including meeting scheduling, document preparation, and special projects.

Project Administration Support

• Assist project teams with document control and project-related administrative activities.
• Support the preparation, distribution, and tracking of project documents, including RFIs, submittals, meeting minutes, and action items.
• Maintain project records and assist with project documentation organization and filing.
• Coordinate internal project meetings and support follow-up communication and action item tracking.

Regulatory & Compliance Support

• Assist with project compliance documentation and tracking requirements.
• Support HCAI documentation and form management processes as directed by project teams.
• Maintain organized records and documentation associated with project requirements and regulatory submittals.

Proposal & Business Support

• Assist with the preparation and coordination of proposals, qualifications packages, and client deliverables.
• Support marketing and business development efforts through document preparation, formatting, and information gathering.
• Help maintain project and company information used for proposals and presentations.

Project & Financial Administration

• Support project setup and administrative activities within company systems.
• Assist with invoicing coordination, project tracking, and record management.
• Maintain accurate project documentation and supporting records.

Qualifications and Experience

Required

• Bachelors degree or equivalent combination of education and relevant experience.
• 3+ years of experience in office administration, operations coordination, project coordination, or a related support role.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to work independently while collaborating effectively with multiple teams and stakeholders.
• Strong customer service mindset and professional demeanor.

Preferred

• Experience supporting architecture, engineering, construction (AEC), consulting, or professional services organizations.
• Experience with project administration, document control, or construction administration processes.
• Familiarity with RFIs, submittals, meeting documentation, and project coordination practices.
• Experience supporting proposal preparation and client deliverables.
• Knowledge of HCAI documentation processes or healthcare project requirements.
• Experience with project accounting systems, invoicing coordination, or project setup activities.
• Experience coordinating office events, onboarding activities, and operational initiatives.

Travel

Occasional local travel may be required to support team meetings, employee events, project site visits, and other business-related activities.

Compensation & Benefits

The expected hourly compensation for this role is $34-43/hour USD. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses, equity participation, and a comprehensive U.S.-based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

Salas O'Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.