Office Coordinator, Operations

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Thinking about a change?

EllisDon is at the forefront of the rapidly changing construction industry. Our core values empower people to build great careers and develop creative solutions for complex projects. We have over 70 years of demonstrated expertise in pre-construction, construction, and post-construction. Learn more about our Cradle to Grave services and hear from our team about careers at EllisDon.

In case you’re curious, here’s what the industry thinks of us and some of the impacts we've made to the communities we work in, and our latest Impact report.

Our new venture in Austin, Texas highlights our dedication to innovation and community infrastructure. This project brings our Cradle to Grave services to a vibrant city, ensuring superior standards at every construction phase. Join us as EllisDon continues to shape the future of construction.

You as an Office Coordinator, Operations will:

Split your time between Office & Proposal management responsibilities.

Office Management:

• Welcome all visitors to the office and direct them to meeting rooms or ensure an appropriate person is advised they have arrived
• Manage incoming and outgoing mail, resource room schedules, ordering supplies, various spreadsheets
• Represent the office at community events to help build industry knowledge of EllisDon
• Complete light housekeeping duties
• Assist in organizing and executing corporate events including coordinating with vendors and suppliers
• Receive and validate invoices, assist with accounts payable viewing/coding and approvals
• Coordinate and organize all aspects of internal meetings on an as needed basis, this may including reservation of appropriate meeting room, placing catering orders, coordination with IT, meeting room set up, clearing of all items from meeting rooms

Proposal Management:

• Support the development and maintenance of proposal schedules and deadlines to ensure timely delivery
• Collaborate with internal teams and external partners to gather and organize proposal content, including resumes, project descriptions, and narrative text
• Maintain proposal templates, libraries, and documentation to ensure consistency and accessibility
• Ensure proposals meet client requirements, deadlines, and formatting standards specific to construction bids
• Assist in tracking proposal progress and reporting status to management

Is this the right role for you?

• You have 1-2 years of experience working in a corporate office setting
• You have a Degree or Diploma in Communications/Marketing/Graphic Design, or an equivalent background in Marketing, Communication, Graphic Design, Project Management, or Administration
• Knowledge of construction would be considered an asset but not required
• You are comfortable collaborating with teams to meet deadlines, taking a proactive approach to keeping tasks on track
• You have strong writing and proofreading skills. You pay particular attention to content with regards to copy writing, editing, grammar, spelling, and punctuation
• You are well versed with Microsoft 365 (specifically Word and PowerPoint). Working knowledge of the Adobe Creative Suite (particularly InDesign) would be considered an asset
• You have a collaborative mindset with strong organizational skills

What we offer:

• A market-competitive annual salary that rewards your talent
• Profit Sharing
• Medical, Dental, and Life insurance coverage from the first day of employment
• 401k matching plan
• Healthcare spending account

EllisDon is proud to provide this unique career opportunity that provides continuous learning, opportunity for growth, and a competitive compensat