Project Operations Assistant Jobs in Sunnyvale, CA

Job Summary:
Chrisp Company has provided highway improvement construction services for more than four decades. We are currently seeking a motivated and dependable Operations Assistant to join our team. This full-time role supports project coordination, scheduling, and communication between field operations and internal departments to help ensure projects are completed efficiently and accurately.

Position Summary:

The Operations Apprentice works independently to assist with job planning, scheduling coordination, and operational support. This role helps ensure field teams receive timely information, equipment, and materials required for each project while maintaining accurate field data documentation and distribution communication throughout the project lifecycle.

Hours:

Monday - Friday
8:00 am - 5:00 pm (Flexible)

• Overtime is occasional and only necessary when operational needs arise

Benefits:

Medical, Dental, and Vision coverage are fully Paid for the employee and dependents that are eligible

• 401k
• 401k match
• Paid Time Off
• Pay for Eligible Holidays
• Paid Training
• Opportunities for growth and knowledge

Responsibilities: Pre-Project Coordination

• Verify that Superintendent assignments are correctly reflected on the project schedule.
• Assist with administrative project preparation including: change orders, material lists, sign orders, material use documentation, permit requests, and submittals.
• Review production quantities against contract specifications and submit additional work quantities to the estimating department for pricing.
• Review contract documents to identify potential penalties or specification requirements and communicate them to Superintendents and scheduling staff.
• Coordinate with general contractors to obtain project documentation, contract information, and anticipated work schedules.
• Confirm that completed OPA work plans receive approval from the Superintendent, Project Preparation team, or Project Engineer.
• Assist in obtaining or developing traffic control plans.
• Prepare quantity takeoffs, jobsite maps, and daily project documentation when required.
• Maintain records related to hotel accommodations and truck parking availability for field crews.
• Review project plans to ensure work scopes are clear, practical, and logically organized.
• Attend pre-construction or union coordination meetings as required.
• Identify unique specifications or special project requirements and communicate them to the appropriate teams early in the process.

Active Project Support

• Confirm the yard has finalized material lists so trucks can be loaded appropriately.
• Communicate with scheduling staff regarding any changes to estimated project duration.
• Coordinate material storage and handling for larger projects located near job sites.
• Maintain daily communication with Foremen or Superintendents to track project progress and provide updates to scheduling.
• Submit requests for extra work or pricing to the estimating department.
• Forward change orders to the contract administration team.
• Participate in weekly coordination meetings for private-sector projects when required.
• Review daily timecards and material use sheets for accuracy, including subcontractor documentation.
• Perform logic checks on submitted timecards and follow up when discrepancies arise.
• Submit project quantities to the General Contractor’s Project Manager and obtain approval prior to billing.
• Conduct jobsite visits when necessary to support field operations.
• Perform additional operational support tasks as assigned.

Post-Project Review

• Work with the Accounts Receivable department to help resolve outstanding billing or collection questions when necessary.
• For projects exceeding $5,000 and above the expected markup percentage, collaborate with the Superintendent to evaluate budget variances and identify contributing factors.

Knowledge, Skills, and Experience

• High school diploma or equivalent required; college coursework or degree is preferred.
• Proficiency in Microsoft Office applications including Word, Excel, and Outlook; experience with Smartsheet is beneficial.
• Strong written and verbal communication abilities.
• Patient and professional when communicating with team members and external partners.
• Highly detail-oriented with the ability to identify discrepancies or issues.
• Ability to manage multiple tasks and prioritize responsibilities.
• Effective time management and organizational skills.
• Willingness to learn new processes and develop operational knowledge.
• Self-motivated with a strong sense of accountability and work ethic.

Chrisp Company is seeking you If you have a strong work ethic, enjoy challenges, and want to be a part of a great company!

Equal Employment Opportunity

Chrisp Company is an equal opportunity employer and makes employment decisions on the basis of merit. Chrisp Company policy prohibits unlawful discrimination based on race, color, creed, sex, age, national origin and ancestry, religion, disability, veteran status, or any other consideration made unlawful by federal, state, or local laws. Chrisp Company's commitment to Equal Opportunity Employment applies to all persons involved in the operations of the Company and prohibits unlawful discrimination by any employee of Chrisp Company, including managers and co-workers.