Operations Administrative Coordinator

About the Role

Strik Baldinelli Moniz Ltd. (SBM) is seeking an Operations Administrative Coordinator to support the day-to-day administration, coordination, reporting, and operational workflows of our Operations Department.

This role provides critical operational and project administration support across multiple technical divisions, helping teams maintain consistency, organization, and visibility across project delivery, forecasting, reporting, and departmental initiatives.

Working closely with Division Managers, Project Leads, divisional administrative assistants, and departmental leadership, the successful candidate will act as a key operational support resource for the department, helping maintain efficient workflows, accurate reporting, and strong coordination across teams.

This role will also help coordinate administrative processes and workflow consistency across the Operations Department, providing guidance, support, and coordination to divisional administrative staff while helping maintain standardized practices across teams.

The ideal candidate is highly organized, detail-oriented, technically proficient, and comfortable managing multiple priorities in a fast-paced professional environment.

Duties and Responsibilities:

New Project Set-Up & Project Management Support

• Support project initiation and setup activities within Deltek Vantagepoint.
• Create and maintain project records, folder structures, Microsoft Teams channels, and internal project tracking documentation.
• Assist Project Leads with inputting project budgets, schedules, and setup information.
• Maintain departmental master project lists and related coordination records.
• Track compliance with key project lifecycle milestones including kick-off meetings, coordination reviews, debriefs, and project close-out activities.
• Follow up with Project Leads and project teams to support timely completion of required project administration tasks.
• Provide administrative support to project teams including document management, application forms, formatting, coordination, and general project administration activities.

Revenue Forecast Administration

• Administer and maintain departmental workload and revenue forecasting within Deltek Vantagepoint.
• Coordinate with Division Managers and Project Leads to collect, update, and validate forecasting information.
• Support backlog tracking, forecasting cycles, and operational planning activities.
• Maintain forecasting data consistency and reporting accuracy across divisions.
• Prepare forecast-related reporting and summaries for departmental leadership.

Submittals Administration

• Coordinate and administer construction submittals using Microsoft Planner and related tracking tools.
• Receive, log, assign, and track submittals to appropriate team members for review.
• Monitor submittal timelines and follow up with project teams to support timely completion.
• Maintain accurate documentation, status tracking, and version control of submittals.
• Perform spot checks to ensure submittal documentation aligns with SBM standards and project requirements.

Vantagepoint Power User for Operations

• Serve as a member of SBM’s Vantagepoint Power User group.
• Act as a departmental resource for Deltek Vantagepoint administration, troubleshooting, and user support.
• Help maintain data consistency, accuracy, and process compliance across the Operations Department.
• Assist with development and continuous improvement of departmental workflows, templates, and reporting processes.

Departmental and Divisional Reporting

• Prepare and maintain departmental and divisional operational reports, dashboards, and tracking tools.
• Consolidate and analyze operational data related to utilization, backlog, forecasting, staffing, and project performance.
• Support leadership reporting and operational planning activities through timely and accurate reporting outputs.
• Help maintain consistency in reporting processes, templates, and metrics across divisions.

Operations Department Support

• Support Operations Department Rocks, initiatives, and continuous improvement efforts.
• Maintain department-level work instructions, process documentation, and training materials.
• Coordinate departmental training sessions and administrative onboarding activities.
• Help maintain consistency in administrative processes, workflows, reporting standards, and project coordination practices across divisions.
• Provide coordination, guidance, and support to divisional administrative assistants to help ensure alignment and consistency across the Operations Department.
• Provide administrative surge support to divisional administrative assistants, as required.
• Assist with general departmental organization and administrative coordination activities.

Qualifications & Skills

• 4 - 6+ years of experience in project administration, operational coordination, or administrative support within a professional services environment.
• College diploma in Business Administration, Office Administration, Project Administration, or a related field considered an asset.
• Experience supporting engineering, consulting, construction, or other project-based professional services teams preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing requests.
• Strong attention to detail and ability to maintain accuracy across large volumes of project, operational, and reporting data.
• Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and disciplines.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, Teams, and Outlook.
• Experience working with ERP, project management, or workflow management systems required; experience with Deltek Vantagepoint considered a strong asset.
• Experience with operational reporting, forecasting coordination, project tracking, or data administration considered an asset.
• Comfortable working with structured processes, standardized workflows, and departmental reporting systems.
• Demonstrated ability to troubleshoot issues, identify process improvements, and support continuous improvement initiatives.
• Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive operational or financial information.
• Deep understanding of SBM project structures, workflows, and operational processes will be considered a strong asset for internal candidates.
• Demonstrated ability to support and embody SBM’s core values.

What We Offer:

This is a contract position until July 2027. At SBM, we prioritize a positive work culture, believing that strong relationships with our employees lead to exceptional customer service and outstanding results for our clients. The salary range for this position is $60,000 to $65,000 annually.

Enjoy a balanced 40-hour work week of 8:00 am-5:00 pm Monday-Thursday and an early finish at 2:30 pm on Fridays. Join us in an environment where collaboration, support, and personal growth are at the heart of everything we do.

Employees Also Enjoy:

• Health Benefits Plan
• Paid Overtime
• Paid Sick Days
• Flex Time
• Engaging work environment
• Opportunity to build great relationships
• Career Growth and Development
• Regular Social and Team Buildings Events
• Passionate and enthusiastic team that encourages growth

To Apply:

All qualified applicants should apply through our online application system.
References are to be made available upon our request.

SBM is an equal opportunity employer. All suitably qualified applicants will receive consideration for employment in accordance with relevant governing laws. We thank all applicants but only those selected for an interview will be contacted. Throughout the selection process, accommodations for applicants with disabilities are available upon request. If required, please notify SBM.

SBM utilizes third-party recruitment software to source, screen, and track applicants, which may incorporate AI-enabled features, however employment decisions are made by SBM using human judgment.

Posting Close: Open until filled 
Position: New position 
Reports To: Director of Operations
Location: London – onsite
Duration : Up to 12-month contract until July 16th, 2027
Compensation: $60,000 to $65,000 annually
Contract Completion Bonus: 5% of salary paid upon contract completion