Operations Coordinator (Bookkeeping and Project Support)

Kaplan Homes Unlimited is a respected custom home builder based in Sedro-Woolley, WA, known for its craftsmanship, integrity, and strong community reputation. Serving Skagit, Whatcom, Island, and San Juan counties. Kaplan's work spans full remodels, custom luxury builds, and distinctive projects (like custom cabins, and hangar homes) —some of which have been featured in The New York Times for their innovative design. Most recently, a social media showcase of premier regional architecture firms highlighted eight homes, two of which were built by Kaplan. Kaplan Homes regularly partners with leading Pacific Northwest architecture firms—including Miller Hull, Prentiss Balance Wickline, Hoedemaker Pfeiffer, and SHED Architects—to bring tailored, design-forward residential and small commercial projects to life. These collaborations reflect a shared commitment to thoughtful craftsmanship, environmental sensitivity, and the unique character of each site. We are seeking a highly organized and detail-oriented Operations Coordinator/Bookkeeping and Project Support to join our growing team. This position is a unique blend of accounting support, office operations, and project coordination. The ideal candidate enjoys variety in their workday, is comfortable managing multiple priorities, and can effectively support both office administration and construction project teams. This role will begin on a part-time basis, with the potential to transition into a full-time position as business needs and mutual interest align. We're looking for someone who enjoys both administrative and project-based work, takes ownership of their responsibilities, and wants to grow with a company that values teamwork, accountability, and excellent client service. If you're seeking a position that offers variety, flexibility, and the opportunity to expand into a larger role over time, we've love to hear from you. To learn more about us, visit our website at kaplanhomesunlimited.com and check out our features in The New York Times "Tiny Island Cabin" and "Living Small" both based in the San Juan Islands.

Responsibilities:

Operations Assistant & Bookkeeping Support Process and enter accounts payable and credit card transactions Verify subcontractor invoices when applicable Assist with vendor management, including W-9 collection and 1099 preparation Maintain equipment, tool, and vehicle tracking systems Support ordering and procurement activities Assist with weekly client communications and project photo management Support the Accounting Manager with procedure development and process improvement Scan, organize, and maintain electronic documents Assist with meeting preparation and general administrative support Perform additional accounting and operational tasks as needed Project Coordination & Material Management Perform material takeoffs from blueprints to support accurate ordering Procure materials and track deliveries to maintain project schedules Process and track change orders Maintain digital project files, plans, permits, and specifications Support project managers by tracking schedules and following up with subcontractors, suppliers, and internal team members Review project budgets for accurate coding Research and prequalify subcontractors, including reference checks Coordinate with site superintendents and project managers to keep projects moving forward

Qualifications:

Strong organizational skills and exceptional attention to detail Experience with bookkeeping, accounts payable, project coordination, construction administration, or a related field preferred Proficiency in Microsoft Office, particularly Excel, Word, and PDF management Experience with Microsoft Project and Bluebeam is highly preferred Ability to manage multiple priorities and deadlines Strong written and verbal communication skills Positive, professional, and customer-focused attitude Comfortable interacting with clients, subcontractors, and internal team members Benefits & Perks Flexible schedule (32-40 hours per week depending on needs). 401k with 3% match Paid holidays and PTO after eligibility period Supportive, collaborative work environment Opportunities to grow with a trusted local company Stable, long-term role with variety in day-to-day work Occasional company lunches and team events Please note: This position requires the specific qualifications above. If you do not meet these qualifications, we kindly ask that you refrain from applying so we can focus on candidates whose backgrounds most closely align with the role.

Pay:

$22.00 - $27.00 per hour

Benefits:

401(k) 401(k) matching

Work Location:

In person