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.

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