Business Operations Coordinator

About This Role

Supporting the day-to-day financial, administrative, compliance, and operational functions of the company is the core of this role. This position suits a candidate with strong organization, follow-through, communication skills, and the ability to manage multiple priorities independently.

Responsibilities

• Manage accounts receivable, accounts payable, collections, invoicing, and payment processing
• Maintain accurate records in QuickBooks and reconcile accounts
• Review employee time records and support payroll processing
• Assist with financial reporting, audits, and year-end documentation
• Prepare and track Preliminary Notices, lien waivers, Certificates of Insurance, and project documentation
• Maintain contractor licenses, registrations, insurance records, and renewal deadlines
• Support tax preparation, audits, and requests from outside accountants and other professionals
• Serve as the first point of contact for incoming phone calls and general company communications
• Communicate with clients, vendors, subcontractors, employees, and service providers
• Maintain company records, administrative systems, and internal trackers
• Support employee onboarding and offboarding
• Assist management with process improvements, special projects, and general business operations

Requirements

• 1+ years of experience in business operations, office administration, accounting administration, or a related role preferred
• Familiarity with QuickBooks, payroll, accounts payable, and accounts receivable
• Strong organizational, communication, and problem-solving skills
• High attention to detail and ability to manage multiple priorities
• Ability to handle confidential information with discretion

Nice to have:

• Experience in construction, service, or the trades
• Familiarity with California Preliminary Notices, lien waivers, contractor licensing, and compliance requirements
• Experience working with accountants, insurance providers, or auditors