Administrative Operations Coordinator

Job Description

Job Description

Administrative Operations Coordinator

Job Description

Position Role : As the Administrative Operations Coordinator, you are to assist with the day-to-day hands-on accounting, compliance, marketing, and HR functions.

This role requires constant communication with the Controller/Director of Administrative Operations and the ability to operate independently with sound judgment and discretion.

Reports to: Controller/Director of Administrative Operations

Duties & Responsibilities:

Accounting & Financial Operations

• Own the company's accounts payable day-to-day functions: enter AP invoices in FileMaker/Innergy & Vista, and complete and negotiate AP terms as necessary, subject to Controller/Director of Administrative Operations sign-off.
• Update budgets and contracts in Vista in accordance with PM projections.
• Assist the Controller/Director of Administrative Operations with monthly PM meetings, including preparing reports and communicating billing goals to the Staff Accountant.

Tax & Compliance

• Send sales tax exemption forms and W-9s as requested by vendors.
• Prepare and issue lien releases to subcontractors.
• Maintain compliance by overseeing insurance, lien, contractual, and tax requirements of projects.
• Prepare 1099 forms for rent, non-employees, office cleaners, and other applicable payees at year-end as directed by the Controller/Director of Administrative Operations.
• Renew vehicle registrations.

Marketing

• Post weekly on social media accounts.
• Update the company website as necessary, including a weekly blog post for SEO purposes.
• Reach out to vendors, customers, and employees for pictures of completed projects.

Human Resources & Benefits Administration

• Assist the Controller/Director of Administrative Operations with presenting employees' insurance and benefits enrollment options.

Leadership & Process Improvement

• Assess current accounting, compliance, marketing, and HR operations and consistently recommend improvements and new processes as necessary to the Controller/Director of Administrative Operations.
• Begin documenting standard operating procedures and continually update as needed.
• Prepare reports, summaries, and updates for the Controller/Director of Administrative Operations as requested.
• Coordinate with external auditors and the parent company as directed/necessary.
• Other duties as assigned.