Operations Coordinator

Job Title: Operations Coordinator

Reports To: Office Manager / Project Manager

Job Summary

The Operations Coordinator supports the day-to-day administrative and operational functions of the company, with primary responsibility for invoicing, scheduling, and vendor and job site coordination. This role acts as a central point of contact between the office, field teams, vendors, and clients, ensuring projects run smoothly, billing stays accurate and timely, and communication flows in both directions without gaps.

Key Responsibilities

Invoicing & Billing

• Prepare, review, and issue accurate customer invoices in a timely manner
• Track outstanding invoices and follow up on past-due accounts
• Reconcile invoices against job estimates, purchase orders, and completed work
• Process vendor and subcontractor invoices for payment approval
• Maintain organized billing records and support month-end close as needed

Scheduling

• Build and maintain project and crew schedules, coordinating with project managers and field staff
• Schedule vendor deliveries, subcontractor work, inspections, and equipment rentals
• Proactively communicate schedule changes to all affected parties
• Resolve scheduling conflicts and adjust timelines as project needs shift
• Maintain a master calendar of active jobs, deadlines, and milestones

Vendor & Site Management Follow-Up

• Serve as the primary point of contact for vendors and subcontractors regarding orders, deliveries, and job site needs
• Track vendor performance, delivery timelines, and outstanding issues, following up until resolved
• Coordinate with site supervisors to confirm materials, equipment, and labor are on-site as scheduled
• Maintain vendor contact lists, pricing agreements, and service records
• Flag delays, discrepancies, or site issues to management promptly

General Administrative Support

• Maintain accurate project files and documentation
• Support permitting, compliance, or insurance documentation as needed
• Assist with general office operations and other duties as assigned

Qualifications

• 2+ years of experience in an administrative, coordinator, or office support role, preferably in construction, contracting, or a related field
• Experience with invoicing/billing software (e.g., QuickBooks) and scheduling tools
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
• Excellent written and verbal communication skills
• Comfortable following up persistently and professionally with vendors and internal teams
• Proficiency in Microsoft Office/Google Workspace

Preferred

• Familiarity with construction terminology, job costing, or project management software
• Experience coordinating with subcontractors or job site personnel

Pay: $50,000.00 - $60,000.00 per year

Work Location: In person