Office & Operations Coordinator – Multi-Site - NV5

Overview

NV5 is a leading provider of engineering and consulting services to public and private sector clients, committed to empowering communities through impactful, sustainable solutions. As part of NV5’s Owner's Representative group, the Office & Operations Coordinator supports our dynamic team, ensuring smooth office operations and efficient project support. This role is essential for fostering a well-organized, productive environment, managing office functions, and supporting the administrative needs of our leadership.

In this role, you will be a central resource for internal teams across NV5, providing responsive, solution-oriented support to enhance office operations and ensure our teams have what they need to succeed. A commitment to exceptional internal customer service is key to creating a productive and collaborative environment.

If you are a proactive problem-solver with a passion for organization, communication, and efficiency, this role will allow you to grow and contribute meaningfully to NV5’s mission.

Responsibilities

Office Administration & Operations:

• Oversee all administrative duties, ensuring smooth day-to-day office functions.
• Manage office inventory and supplies, handling procurement and vendor relationships for the office and field teams.
• Support accounts payable and receivable processes, coordinating with finance to ensure timely and accurate reporting.
• Oversee mailing, shipping, and receiving functions for both local and remote team members.

Internal Customer Support:

• Act as a responsive resource for internal teams, proactively addressing operational needs and troubleshooting issues to maintain seamless workflows.
• Provide exemplary service to NV5’s staff and leadership, ensuring requests are met efficiently and professionally.
• Foster strong relationships across teams, understanding and anticipating their operational needs to deliver effective, timely support.

Logistics & Event Coordination:

• Coordinate team meetings, training sessions, and client-facing events, ensuring all logistical needs are met.
• Assist with travel coordination for staff, managing schedules, reservations, and any last-minute changes.
• Develop and maintain resource materials and “how-to” guides for staff, streamlining internal processes and knowledge sharing.
• Acknowledging and celebrating employee milestones, including work anniversaries and special achievements.
• Maintain project close out records and update past project information.  
• Assist proposal teams by coordinating legal reviews, certificate of insurance requirements, and other compliance documentation. 

Human Resources & People Operations Support:

• Serve as the primary local HR representative, managing onboarding, and employee status changes.
• Coordinate and schedule employee training sessions, manage HR documentation, and assist with company events.
• Collaborate with HR on recruitment efforts, including job posting coordination, interview scheduling, and new hire orientation.

Operations & Systems Efficiency:

• Serve as the primary liaison with IT support, facilitating troubleshooting efforts and ensuring timely resolution of technical issues to maintain smooth office operations.
• Manage digital file organization and ensure office systems are running smoothly.
• Monitor and optimize operational workflows, identifying and implementing improvements for greater efficiency.
• Assist leadership with tracking budgets, expenses, and office spending, identifying areas to streamline costs.

Communication & Team Support:

• Handle internal and external inquiries with professionalism and promptness. 
• Provide support for leadership, including scheduling, drafting communications, and maintaining confidentiality.
• Compile and track relevant data for weekly or monthly team reports.

Qualifications

• Experience: 5+ years in an administrative, operations, or office management role.
• Skills: Proficiency in Microsoft Office Suite, Teams and SharePoint required. Knowledge of Deltek Vantagepoint, Bluebeam, Canva, and other digital tools is a plus.
• Attributes: Exceptional organizational and multitasking skills, proactive problem-solver, and a collaborative team player.
• Industry Knowledge: Experience in engineering, real estate, construction, or consulting is advantageous.

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.