Benefits: - 401(k) matching
- Bonus based on performance
- Company parties
- Competitive salary
- Dental insurance
- Flexible schedule
- Health insurance
- Opportunity for advancement
- Wellness resources
Construction Operations Coordinator — Part-Time
Industry: Commercial HVAC / Construction
Compensation: $22–$29/hour, based on proven construction office experience
Schedule: Part-time to start, approximately 20–30 hours/week, with potential to grow into full-time
Role Overview
We are a fast-paced mechanical contractor seeking a highly organized, detail-driven
Construction Operations Coordinator to support invoicing, receivables, dispatch, purchasing, and office operations.
This is a hands-on, multi-function role that directly impacts job profitability, vendor coordination, field productivity, and cash flow. This is not a passive administrative position. Accuracy, follow-through, and the ability to manage competing priorities are mandatory.
Primary Responsibilities
Invoicing & Receivables
- Generate and send invoices daily based on field activity and job status
- Track job progress against billings
- Follow up on outstanding receivables
- Support the controller with AR/AP documentation as needed
Dispatch & Scheduling Coordination
- Coordinate field technicians, deliveries, and crane schedules
- Confirm job readiness before scheduling, including materials, equipment, site access, and timing
- Communicate with field staff, vendors, and customers to prevent downtime and delays
Purchasing & Vendor Coordination
- Issue and track purchase orders
- Coordinate with suppliers for parts, equipment, and materials
- Verify prior orders before purchasing to avoid duplicate orders
- Track vendor confirmations, receipts, and related documentation
Office & Operations Support
- Answer and route calls professionally
- Maintain organized digital and physical job files
- Assist with internal workflows, job tracking, and daily office execution
- Support the CEO, controller, and field team in a small-office environment
Required Qualifications
- Construction or trade-related office experience required
HVAC, plumbing, electrical, mechanical, or general contractor experience preferred - Experience with invoicing, receivables, purchase orders, and vendor coordination
- Strong working knowledge of Microsoft Outlook, Excel, and basic accounting workflows
- QuickBooks or similar accounting software experience preferred
- Ability to multitask without losing accuracy
What Success Looks Like
- You understand the difference between an estimate, purchase order, invoice, and work order
- You do not duplicate orders, miss invoices, or schedule incomplete jobs
- You follow tasks through to completion without constant supervision
- You understand that office decisions impact field productivity, job cost, and cash flow
- You can shift between requests from ownership, accounting, vendors, customers, and field staff without dropping critical details
Ideal Candidate
The ideal candidate has worked in a construction office, worn multiple hats, and understands the urgency of dispatching, billing, purchasing, and field coordination. You are organized, accountable, and comfortable working in a small office where priorities change quickly.
Please Do Not Apply If
- You have no construction, trade, or contractor-office experience
- You do not understand the difference between an estimate, purchase order, invoice, and work order
- You are uncomfortable managing tasks with financial or scheduling consequences
- You require step-by-step instruction for routine daily responsibilities
