Job Description

ABOUT HOLOS LIGHTING

HOLOS Lighting is a small, family owned, and quickly growing company designing and manufacturing custom lighting for commercial, retail, high-end residential, religious, and hospitality spaces. HOLOS provides restoration services and historical preservation of lighting fixtures, as well as new construction and custom lighting fixtures and lighting design services. HOLOS Lighting’s capacity to provide its customers and clients with lighting fixtures that are unique, well-crafted, and attractive is a direct result of the collaborative culture and willingness to please that each employee brings to the table.

Within the last 5 years, HOLOS Lighting has experienced significant year-over-year growth in revenue and subsequent hiring of personnel in both administrative and manufacturing work. HOLOS Lighting currently employs a diverse team of people whose individual contributions are versatile and varying backgrounds bring skills that are multi-disciplinary.

ABOUT THE TEAM

We are looking to add personnel to our team who display the following qualities so that you’ll fit right into our family!

• Excellent communication skills, written and verbal
• Keen eye for details and desire for perfection
• Interest in understanding how things operate and desire to make a project successful
• Desire to be a team player by contributing your ideas and taking ownership and responsibility for your work

POSITION TITLE: ADMINISTRATIVE RESOURCE COORDINATOR

POSITION SUMMARY

The Administrative Resource Coordinator (ARC) plays a pivotal administrative role in coordinating the daily resource usage of the company, including shop inventory resources, project timeline development, client communication recordkeeping, and purchasing. Reporting to the Chief Operations Officer, this role is responsible for collaborating with cross-functional teams to ensure that necessary materials, labor, and administrative support are aligned with production and design schedules. The ARC ensures that projects are adequately equipped with the necessary supplies and materials and documented in an organized and efficient manner, enabling smooth execution by the project management, design, and fabrication teams.

HOLOS Lighting is a small company (less than 10 employees) – this means that we all take on multiple roles and wear multiple hats on any given day. It’s what makes our jobs fun and exciting! If you feel you’ve got what it takes to be a goal-oriented, proactive, and dynamic self-starter, this may be the opportunity for you.

ROLES AND RESPONSIBILITIES

Resource Coordination

• Track and allocate physical and human resources across multiple active projects.
• Maintain a central calendar for project phases and shop resource use, ensuring alignment with internal teams and clearly communicated deadlines.
• Monitor material inventory levels and coordinate procurement with emphasis on urgency to avoid delays.
• Translate material request forms into purchase orders with vendors; follow up on delivery timelines and order statuses.

Project Support

• Support the creation and updating of project timelines and task schedules.
• Assist department leads with documentation, internal communication, and schedule updates.
• Monitor project support needs and flag resource conflicts or shortages proactively.
• Maintain accurate records of project timelines, materials received, and resource commitments.

Administrative Duties

• Track vendor and subcontractor communication and documentation related to procurement and project tasks.
• Coordinate internal and external communication, prepare agendas, and record meeting notes relevant to project resourcing.
• Organize and maintain project-related documents, logs, spreadsheets, and tracking systems.
• Update stakeholders regularly on resource status, material lead times, and potential bottlenecks.

Cross-Departmental Collaboration

• Serve as the liaison between design, fabrication, and fulfillment teams to align priorities.
• Collaborate with finance to support accurate billing and documentation related to resource procurement/purchasing.
• Interface with suppliers, delivery personnel, and third-party vendors as needed for resource handling.

SKILLSETS

Organizational Strength: Ability to manage multiple moving parts with precision and consistency.

Attention to Detail: Strong documentation and recordkeeping skills with a focus on accuracy.

Communication: Clear verbal and written communication skills across teams and departments.

Proactive Problem-Solving: Able to anticipate resourcing issues and take the initiative to resolve them, with emphasis on urgency to prevent delays and maintain deadlines.

Technological Proficiency: Highly proficient in Microsoft Office Applications (especially Excel, Word and creating document templates). Familiarity with OneDrive/SharePoint preferred.

Team Coordination: Experience working in a cross-functional environment with a collaborative mindset.

Time Management: Ability to prioritize tasks and maintain productivity across shifting deadlines.

Procurement Knowledge: Familiarity with vendor coordination and purchasing processes is required (QuickBooks).

PREFERRED QUALIFICATIONS

• Experience in a manufacturing, construction, or custom fabrication and/or “job shop” environment.
• Understanding of basic project management principles (certification not required).
• Experience supporting operations in a design, architecture, or engineering-related firm.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• This role is based in an office/shop hybrid environment and will require occasional interaction with fabrication and shop floor teams.
• Must be able to sit or stand for extended periods, use a computer, and lift or move materials up to 25 lbs as needed.

PAY & BENEFITS

• $50,000 per year annual salary + annual & holiday bonuses
• Monday – Friday from 8am to 3pm with potential flexibility for remote days
• Employer Sponsored Medical Insurance + Health Savings Account
• Roth- and Traditional- 401(k) Retirement accounts
• Supplemental Insurances offered including Vision, Dental, Disability, Life, & Pet
• Performance-based bonuses
• Company-provided monthly lunch (must enjoy Diner Food or Asian Cuisine!)
• Unlimited PTO

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