PROJECT & OPERATIONS COORDINATOR

PROJECT & OPERATIONS COORDINATOR

$24.00 - $26.00/hour ($49,920 - $54,080/year) | Full-Time | In-Person Full Benefits Package | Compensation reviewed at 90 days based on performance Field Services / Specialty Contracting

ABOUT THE ROLE

We are a growing field services contracting company looking for a highly organized, detail-driven Project & Operations Coordinator to serve as the connective tissue between our CEO, office manager, estimator, and field teams. This is not a passive administrative role. You will own critical systems, protect cash flow, and keep every active job moving from award to completion. If you thrive on structure, hate dropped balls, and want to grow with a hands-on team — this role is built for you.

WHAT YOU WILL OWN

Project & Job Tracking Manage the post-award task checklist for every job — coordinating with vendors, clients, estimator and manager Maintain job records in Monday.com from award through completion Organize and file all project documents (proposals, emails, photos, contracts) in OneDrive Monitor daily field reports submitted by foremen and flag any issues Job Costing & Billing Protection Track labor, material and vendor costs weekly as a living document per job Reconcile field hours from time clock and daily job reports against each job Identify jobs ready to invoice and flag billing windows to the manager — proactively Confirm that a progress invoice has been issued or scheduled BEFORE any vendor payment is processed Flag over-budget jobs immediately to CEO and management Time & Attendance Monitor field staff clock-ins daily to catch errors before end of week Audit weekly timesheets and prepare the payroll log for manager review Code all hours by job number for accurate job costing Vendor & Payables Support Enter vendor invoices into QuickBooks with manager oversight Audit vendor invoices to prevent overpayment Support payables scheduling and flag mismatches between costs paid and amounts billed Estimates & Follow-Ups Maintain the estimate tracking log by person, status and close rate Own the follow-up calendar for all open estimates — making calls and sending follow-ups per a defined script Maintain the collections follow-up calendar Fleet Maintenance (10 Trucks) Build and maintain a vehicle maintenance schedule in Monday.com with automated reminders Track service records and file documentation in OneDrive Scheduling & Administrative Support Manage the CEO's calendar and help bring order to daily priorities Track insurance certificate renewals, W9s and vendor documentation — proactively, not at the last minute Maintain physical and digital filing systems

WHAT WE'RE LOOKING FOR 1-3

years of experience in an office coordinator, project coordinator or operations admin role QuickBooks experience — required Proficiency in Monday.com or similar project management platforms (Asana, ClickUp) Microsoft 365 fluency — OneDrive, Outlook, Excel Background in construction, field services or trades — strongly preferred Obsessive about follow-through — you close loops, you don't leave them open Comfortable communicating with vendors, clients and field staff Able to juggle multiple active jobs without losing track of details

WHAT WE OFFER

$24.00 - $26.00/hour based on experience Full benefits package Compensation reviewed at 90 days based on performance In-person role with a close-knit, experienced team Real ownership of systems and processes — your work directly impacts company performance Room to grow as the company scales

HOW TO APPLY

Submit your resume and a brief note (3-5 sentences) telling us about a time you caught a problem before it became a bigger issue. This tells us more about you than any resume line ever will. — We look forward to hearing from you.

Pay:

$24.00 - $26.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off

Work Location:

In person