Operations & Administrative Coordinator
Company: VASE Construction
Industry: Construction • Real Estate • Architecture • Engineering
Type: Full-Time Position
Location: 250 Sargent Drive, New Haven, CT 06511
Position Summary
VASE Construction is seeking a highly organized and proactive Operations & Administrative Coordinator to support day-to-day operations across construction projects, office administration, HR coordination, and real estate/property management activities. This is a hands-on, execution-focused role requiring a self-sufficient, detail-oriented professional with construction and/or real estate experience who can independently perform tasks (not delegate) and step in immediately with minimal oversight.
Key Responsibilities
Calendar & Communication Management- Manage calendars, coordinate meetings, and support internal and external communications.
Contracts & Document Execution- Prepare, manage, and execute contracts and documents via DocuSign.
Document Management & Filing Systems- Maintain organized and up-to-date filing systems across Google Drive, Procore, and Microsoft Office 365.
Company Compliance & Registrations- Manage company filings, registrations, certifications, licenses, and insurance requirements.
Business Development and Marketing
Insurance, Bonding & Reporting - Maintain insurance and bonding documentation and assist with annual filings and reporting across all entities.
External Coordination- Coordinate and compile documentation for lenders, clients, and regulatory agencies.
Human Resources Support- Coordinate onboarding for new hires, assist with employee benefits administration, and prepare HR-related correspondence and internal policies.
Project & Operations Support- Set up and maintain projects in Procore, Google Drive, and Office 365; assist with permit applications and project startup; coordinate office and jobsite logistics (cleaning, trailers, internet, cameras, etc.); and prepare subcontract agreements and supporting documentation, including DocuSign execution.
Property Management Support- Coordinate tenant communications, work orders, lease payments/renewals, and pest control services.
Bidding, Preconstruction & Outreach Support- Identify and track bid opportunities (CT Source, PlanHub, etc.); coordinate bid documents, drawings, and addenda; assist with proposal and RFP preparation; support subcontractor outreach and bid coordination (Pipeline, PlanHub); track and follow up with vendors and subcontractors; prepare and submit bond requests; review marketing content; and register for and attend industry events.Work with estimating to prepare bid proposals
Assist with other administrative tasks as needed.
Business Development
Actively identify and pursue new project opportunities and leads
Attend networking events, industry functions, and outreach meetings to represent VASE
Build and maintain relationships with prospective clients, partners, and industry stakeholders
Participate in meetings with prospective clients and support project pursuits from initial contact through proposal
Collaborate with leadership on strategy to grow VASE’s project pipeline
Qualifications
6+ years of experience in administrative, operations, or coordination roles
Experience in construction, real estate, or a related industry strongly preferred
Ability to work independently and execute tasks without step-by-step supervision
Strong organizational, multitasking, and problem-solving skills
Proficiency in Microsoft Office, Google Workspace, Procore, and general business software
High level of professionalism, reliability, and attention to detail
Familiarity with bidding platforms (Pipeline, PlanHub, CT Source, etc.)
Exposure to property management and tenant coordination
Familiarity with prevailing wage and certified payroll processes
Compensation
Salary commensurate with experience
Performance-based annual bonus
Medical, Dental, Vision, and Life Insurance
Retirement plan with company contribution (eligibility based on tenure)
Paid vacation, holidays, and time off
Opportunity to work on high-profile healthcare and institutional projects
Growth and advancement within a dynamic and expanding organization
Why Join VASE Construction?
VASE Management LLC is a Connecticut-based construction management and real estate development firm delivering complex projects for hospitals, municipalities, nonprofits, and private developers. Our work is driven by precision, transparency, and a commitment to building with purpose. We are growing and seeking a highly skilled professional to play a critical role in managing project financials and supporting executive operations.
Be part of a growing firm with a strong pipeline of impactful projects
Work directly with leadership and influence company growth
Help shape systems, processes, and financial operations
Join a team that values precision, accountability, and collaboration
Apply
