Miller and Smith

Operations Coordinator

Vienna, VA

Full-time

$55,000

About This Job

Job Title: Operations Coordinator

Industry: Homebuilding

Reports to: Vice President of Operations

Job Summary

The Operations Coordinator role is an essential link between internal and external team members, ensuring that communication, documentation, and task execution are managed with precision and timeliness.

The successful candidate will support both planned and unplanned tasks—from managing multi-jurisdictional permit submissions to coordinating plan sets and overseeing cross-departmental collaboration—to ensure overall project success.

Key Responsibilities

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Permit Submission & Coordination:

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Prepare and coordinate building permit submissions across multiple county and city authorities in collaboration with third-party permit consultants.

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Interface with county reviewers and third-party consultants to address any permit-related questions or issues.

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Manage and track the payment of all required permit fees, maintaining accurate project and department records.

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Upon permit approval, facilitate the distribution of the Project Start Package to initiate project construction activities.

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Plan Set Coordination:

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Work with the Vice President of Operations to ensure all plan sets adhere to local, state, and county building codes and project specifications.

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Maintain a comprehensive project plan set, detailed index, and centralized document library to ensure that all plans are current and accessible to relevant team members.

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Coordinate with design teams, including architects, structural and civil engineers, and supporting consultants—to review, update, and distribute plan revisions.

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Administrative & Documentation Support:

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Oversee the documentation, filing, and distribution of key project data, ensuring efficient data management and compliance with internal and external standards.

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Support process improvements by identifying gaps and recommending solutions to streamline operational workflows.

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Cross Department Collaboration:

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Coordinate meetings, document discussions, and relay updates to ensure all stakeholders are aligned on project progress and schedules.

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Foster open communication between office-based teams and field personnel.

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Adapt to additional duties and assist in special projects and responsibilities that contribute to the overall success of the organization.

Qualifications

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Education:

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Required: High School Diploma

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Preferred: AA or Bachelor’s degree in Business, Operations or Construction Management, or a related field is preferred.

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Experience:

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Proven experience in operational or administrative roles, ideally in a homebuilding environment where cross-departmental coordination is essential.

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Experience in managing documentation and coordinating with external design consultants or vendors is highly desirable.

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Skills & Competencies:

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Excellent organizational and time-management skills with a strong attention to detail.

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Superior communication and interpersonal abilities to effectively interact with varied stakeholders—both in the office and on site.

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Proficient in project management and document-sharing tools, with a willingness to learn new systems as needed.

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Strong critical thinking skills and the capacity to adapt to an evolving environment.

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Basic Computer Skills:

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Email Management: Proficient with Outlook.

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Operating Systems: Familiarity with Microsoft Windows and related systems.

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Microsoft Office Suite: Skilled in Word, Excel, and PowerPoint.

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Proprietary Software: Willing to learn and adapt to Miller & Smith’s proprietary programs.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

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401(k)

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401(k) matching

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Dental insurance

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Health insurance

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Paid time off

Schedule:

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8 hour shift

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Day shift

Ability to Commute:

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Vienna, VA 22182 (Required)

Ability to Relocate:

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Vienna, VA 22182: Relocate before starting work (Required)

Work Location: In person