We are seeking a highly organized, detail-oriented Operations Specialist to support the day-to-day financial and administrative operations of our construction company. This position serves as a critical support role across accounting, project administration, human resources, payroll, and office operations. The ideal candidate enjoys wearing multiple hats, thrives in a fast-paced environment, can prioritize competing deadlines, and takes ownership of their work without constant supervision.
Primary Responsibilities
- Manage the full accounting cycle, including Accounts Payable, Accounts Receivable, general ledger entries, bank reconciliations, journal entries, and month-end close.
- Monitor outstanding receivables and assist with collections.
- Process weekly payroll and maintain accurate employee time records.
- Create, review, and process GC invoices and vendor payments.
- Assist with inventory adjustments and manufacturing invoice processing.
- Set up new construction projects in company software systems.
- Track subcontractor compliance, including certificates of insurance, W-9s, and required documentation.
- Process lien waivers.
- Process weekly subcontractor labor invoices for payment.
- Maintain synchronization and data accuracy between ExakTime, Procore, and other company systems.
- Review, edit, and correct employee time entries as needed.
- Provide administrative support to Project Managers and field personnel.
- Troubleshoot employee questions related to payroll, timekeeping, projects, and company systems.
- Manage company technology assets, including device setup, software installation, user account administration, and ongoing maintenance of laptops, cell phones, tablets, and related equipment.
- Update, maintain and set up company devices (laptops, cell phones, tablets, etc.)
- Maintain project documentation and company records.
- Coordinate incoming and outgoing mail and package shipments.
- Order and maintain office supplies and equipment.
- Answer incoming phone calls and greet visitors.
- Perform other duties as assigned.
Experience with (or ability to quickly learn):
- Procore
- Microsoft Suite
- Acumatica
- Bill.com
Preferred Qualifications
- Bilingual (English/Spanish)
- 3+ years of accounting experience
- Construction accounting experience preferred
- Strong understanding of AP, AR, and General Ledger
- Payroll experience
- Excellent organizational skills
- Strong written and verbal communication
- Ability to manage confidential information
- High attention to detail
- Ability to prioritize multiple projects
- Self-motivated and dependable
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid parental leave
- Paid time off
- Vision insurance
Work Location: In person
