Director of Operations

Job Posting: Director of Operations

Position Title: Director of Operations

Location: Portland, ME

Job Type: Full-Time

Company: O’Brien Wood & Iron & O’Brien Hardwoods

About Us: O’Brien Wood & Iron and O’Brien Hardwoods are leading companies in the construction and woodworking industries, known for our commitment to quality and excellence. We are currently seeking an experienced and dynamic Director of Operations to join our team and help streamline our operations, ensuring smooth and efficient business processes.

Position Summary: As the Director of Operations, you will play a critical role in the organization by managing office operations, supporting project management teams, overseeing human resources functions, and ensuring effective communication across the company. Your responsibilities will span across multiple domains, including administrative management, communications, office systems, financial oversight, human resources, production management, and safety.

Key Responsibilities:

Administrative Management & Communications-

Foster effective communication and collaboration among project teams, office personnel, and senior management to ensure alignment and transparency.

Respond to incoming phone calls and emails, taking appropriate action as necessary.

Manage and file company documents for quick retrieval as needed.

Plan and coordinate employee celebrations, company events, and send appropriate gifts for special occasions on behalf of OBWI/OBHW.

Maintain employee contact information and birthday lists.

Office & Systems Management -

Maintain the professional appearance and cleanliness of the office.

Procure office supplies to ensure adequate stock at all times.

Troubleshoot technology issues in the office and coordinate with IT support as needed.

Develop standard company forms and templates.

Prepare required items for job sites, including first aid kits, fire extinguishers, and emergency information.

Prepare documentation for liability and workers’ compensation insurance audits.

Financial Management-

Monitor overall budgets closely, identifying cost-saving opportunities and addressing budget overruns proactively.

Provide assessments of project budgets, profitability, and job-cost accounting, comparing revenue against project costs.

Human Resources-

Assist the Bookkeeper with bi-weekly payroll.

Manage employee benefits and respond to HR-related inquiries.

Oversee hiring activities, including posting job openings, screening candidates, and coordinating interview appointments.

Manage new hire onboarding, including preparing packages, processing necessary paperwork, and setting up communication tools.

Sales & Marketing-

Enter new leads into sales and e-newsletter databases, keeping contact information current.

Produce sales and marketing reports for Owner review.

Production Management-

Organize and file client and subcontractor contracts and change orders.

Help prepare jobs for production by assembling job binders.

Track project progress, performance metrics, and KPIs, providing regular updates to senior management.

Implement process improvement initiatives to enhance operational efficiency.

Work with the Owner and Project Manager to maintain overall production and individual project schedules.

Safety & Subcontractor Management-

Establish and enforce high safety standards, ensuring compliance with OSHA regulations.

Maintain good subcontractor relationships and ensure all paperwork is up to date, including contracts, insurance certificates, and lien releases.

Qualifications:

Proven experience in administrative management or a related field.

Strong organizational skills and attention to detail.

Excellent communication and interpersonal abilities.

Proficiency in office software and technology troubleshooting.

Experience with budget management and financial oversight.

Familiarity with HR processes and payroll systems.

Ability to manage multiple tasks and prioritize effectively.

Background in a construction field is a plus.

Knowledge of safety regulations and subcontractor management is a plus.

Working knowledge of CRM and project management software is a plus.

How to Apply: Interested candidates are encouraged to submit their resume and a cover letter detailing their qualifications and experience in response to this email.

O’Brien Hardwoods and O’Brien Woodworks are equal-opportunity employers. We celebrate diversity and are committed to creating an inclusive environment for all employees.