Administrative Operations Coordinator

Description

Rubb Building Systems is a global leader in custom-engineered, steel-framed fabric buildings used in aviation, military, ports, sports, and industrial applications. Our buildings are engineered for performance, longevity, and flexibility in the world’s harshest environments. With U.S.-based manufacturing and Norwegian ownership, we operate with both global reach and local execution, and we are seeking an Administrative Operations Coordinator to join our team.

The Administrative Operations Coordinator provides reception coverage and administrative support, serving as the first point of contact for visitors, incoming calls, and day-to-day operational activity. This role helps keep office operations organized while also supporting project administration, compliance documentation, vendor coordination, and occasional backup HR needs. Reporting to the Director of Project Management, the position requires strong follow-through, professional communication, and the ability to keep records and routine processes moving smoothly across departments, vendors, customers, and employees.

Requirements

Responsibilities

• Front Desk Operations: Serve as the primary reception presence; manage visitors, calls, mail, supplies, document handling, and routine AP-related support.
• Facility & Vendor Operations: Coordinate facility requests, equipment upkeep, and office vendor needs.
• Travel & Event Coordination: Coordinate travel, site visit logistics, meetings, meals, and occasional company or leadership events.
• Support Project Cost Budgets (PCBs) and Job Sheets: Track administration, approvals, and follow-up to support accurate project records.
• Facilitate Project Close-Outs: Issue, collect, and archive close-out documents, including warranties and operations manuals.
• Contract, Customer & Compliance Documentation: Support subcontractor flow-downs, customer forms, representations, certifications, insurance, bonding, and related compliance records.
• Supplier, Vendor & Portal Management: Maintain supplier portals, vendor documentation, and organized records for customer, audit, and regulatory needs.
• Occasional HR Backup Support: Provide limited, as-needed support for payroll records, onboarding paperwork, training records, and routine HR documentation.

Required Skills/Abilities: 

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and follow-up items with accuracy.
• Excellent attention to detail and ability to maintain accurate records, documentation, and files.
• Clear, professional communication skills and the ability to work effectively with employees, vendors, customers, subcontractors, and internal departments.
• Ability to handle confidential information with discretion and sound judgment.
• Comfortable using office technology, document management tools, spreadsheets, email, and web-based customer or supplier portals.
• Ability to interpret instructions, gather information, complete forms, and follow established processes consistently.
• Resourceful, dependable, and able to work independently while knowing when to ask questions or escalate issues.
• Professional, service-oriented approach with a willingness to support a wide range of administrative, compliance, project, and occasional HR needs.

Physical Requirements: 

• Ability to sit for extended periods of time (e.g., 6-8 hours per day).

• Ability to occasionally stand, walk, or move around the office or work areas.

• Ability to frequently lift and carry objects of moderate weight (e.g., up to 10-20 pounds) with occasional lifting heavier items.

• Ability to facilitate basic computer functions such as typing, using a mouse, operating office equipment (e.g., phones, printers, fax machines), or handling documents whether using standard office tools or adaptive equipment.

• Ability to focus on detailed tasks, whether reading, writing, or reviewing data on screen or on paper

• Ability to communicate effectively in person, by phone, or through virtual platforms.

• Ability to work in a typical office environment, which may include air conditioning, artificial lighting, and background noise from phones, conversations, or equipment.

• Comfortable working in shared spaces with colleagues, in open-plan offices or cubicles, or at a personal desk.

• Ability to occasionally travel for work-related events or meetings, whether locally or for short trips.

Schedule:

• Our general operating hours are Monday-Friday 8:00 AM-4:30 PM

• This position is based out of our Sanford, Maine, office, though occasional remote work may be considered after a period of demonstrated job proficiency.