The Concrete Guy is a growing commercial concrete polishing and coatings contractor based in Edina, Minnesota. We work on projects throughout Minnesota and across the country. We're looking for an experienced, highly organized Office Manager / Operations Coordinator to help keep the administrative and financial side of our operation moving. This isn't a position where you'll be waiting for someone to hand you a list every morning. We're looking for someone who takes ownership, notices what needs attention, follows through, and enjoys keeping a busy operation organized. What You'll Do Accounts Receivable & Billing Prepare and send customer invoices Monitor accounts receivable and aging Follow up professionally on outstanding and past-due invoices Track retainage and required billing documentation Prepare and track lien waivers Make sure completed projects and approved change orders are invoiced Help resolve billing discrepancies Accounts Payable Receive and review vendor and subcontractor invoices Verify invoices against projects and approved expenses Code expenses to the appropriate job or category Track payment due dates Identify duplicate or incorrect invoices Prepare bills for approval and payment Maintain vendor documentation and records Project Administration Set up and maintain projects in our internal project-management system Maintain project contacts, schedules, documents, and job information Organize contracts, purchase orders, change orders, plans, and specifications Follow up on unsigned contracts, missing information, and outstanding documentation Communicate with general contractors, customers, vendors, and subcontractors Assist with project closeout documentation Estimating & Bid Support Perform construction takeoffs from plans Organize plans, specifications, addenda, and bid documents Assist with bid preparation and submission Monitor bid invitations and contractor portals Track bid deadlines Identify potential bidding opportunities Help get The Concrete Guy added to contractor and customer bid lists Maintain customer and estimating contacts Subcontractor Administration Collect and track certificates of insurance, W-9s, subcontract agreements, and other required documents Follow up on missing or expired documentation Assist with subcontract agreements Coordinate paperwork before subcontractors begin work Assist with subcontractor invoices and lien waivers Office & Operations Answer incoming company phone calls during business hours Professionally represent The Concrete Guy when speaking with customers, contractors, vendors, subcontractors, and prospective customers Determine the purpose and urgency of incoming calls and route them to the appropriate person Take accurate messages and make sure calls requiring follow-up are addressed Document relevant customer or project information from incoming calls Manage general day-to-day office administration Monitor company email accounts and make sure items requiring action are addressed Maintain organized digital records Assist with employee onboarding paperwork Coordinate hotels and travel for field crews when needed Maintain company, customer, vendor, and subcontractor information Assist management with scheduling and project coordination Keep information current in our internal business systems Monitor open tasks and follow them through completion Identify problems and missing information before they become urgent Who We're Looking For We're looking for someone who is organized, dependable, detail-oriented, and comfortable taking initiative. You should be someone who sees an outstanding issue and thinks "How do I get this taken care of?" rather than waiting for someone else to notice it. The right candidate will be comfortable working in a fast-moving construction environment with multiple active projects, changing priorities, and a lot of communication. Qualifications Previous office management, construction administration, project coordination, AR/AP, or similar experience Strong organizational and follow-through skills Professional and confident phone communication Excellent written and verbal communication Comfortable handling accounts receivable and accounts payable Proficiency with email, spreadsheets, documents, and cloud-based business software Ability to learn new software quickly Ability to manage multiple priorities independently Strong attention to detail Construction industry experience preferred Construction estimating or takeoff experience preferred Experience with construction billing, retainage, lien waivers, or subcontractor documentation is a plus

Compensation & Schedule Pay:

$28-$34/hour, depending on experience

Employment:

Full-TimeLocation:

Edina, MinnesotaPaid Time Off:

2 weeks PTO This is an in-office position supporting our management, estimating, field, and project operations teams. About The Concrete Guy The Concrete Guy specializes in commercial polished concrete, resinous flooring, surface preparation, concrete repair, and related concrete flooring services. We've built our company around quality work, strong execution, and continually improving how we operate. As we continue to grow throughout Minnesota and nationally, we're looking for someone who wants to take ownership of an important part of the business and grow with us.

Pay:

$26.00 - $34.00 per hour

Benefits:

Flexible schedule Paid time off

Work Location:

In person