The Office Operations Coordinator is the operational backbone of Gill Estates LLC and its subsidiaries. This person keeps the back office running — job costing, procurement, AP/AR, scheduling, and admin — so ownership can stay focused on growth. This is a self-directed role. You will be expected to identify what needs to happen and do it without being managed step by step.
Essential Duties and Responsibilities
1. Maintain job cost records in QuickBooks for each active project — materials, labor, subcontractor costs, and invoices.
2. Manage materials procurement: create purchase orders, track deliveries, and match invoices to orders.
3. Process accounts payable — enter vendor invoices, track due dates, and flag discrepancies.
4. Manage accounts receivable — enter customer invoices, track payment status, and follow up on open balances.
5. Coordinate owner and production team scheduling — appointments, crew availability, job timelines.
6. Maintain organized records — vendor files, employee documents, contracts, permits, correspondence.
7. Handle general office communications as directed by ownership.
8. Support onboarding admin for new hires as needed (paperwork collection, file setup).
9. Prepare weekly summaries of job costs, open payables, and outstanding receivables for owner review.
Required Qualifications
1. Proficient in QuickBooks — can enter, categorize, reconcile, and run reports without training.
2. At least 2 years in an office coordinator, bookkeeper, or operations admin role.
3. Experience in construction, trades, home services, or a similar job-based business is strongly preferred.
4. Strong organizational skills — you track multiple moving pieces without dropping them.
5. Local to Renton or surrounding area; able to be in the office daily.
Competencies
1. Ownership mindset — treats the business like it matters, not like a task list.
2. Attention to detail — catches errors before they become problems.
3. Proactive communication — surfaces issues early, doesn't sit on problems.
4. Adaptability — comfortable in a growing, fast-moving company where the systems are still being built.
Working Conditions
Standard office environment. Monday through Friday. Occasional flexibility may be required based on business needs.
Pay: From $60,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
Work Location: In person
