Operations Coordinator / Manager

Operations Coordinator / Manager

We are a fast-growing distributor of high-quality lighting solutions serving developers, general contractors, architects, and design professionals across a wide range of construction and renovation projects. The company supports customers from the planning phase through delivery, offering product expertise, reliable project coordination, and a high-touch service model that keeps projects moving smoothly. As demand increases and project volume continues to rise, we are expanding our internal operations team to strengthen administrative efficiency, financial accuracy, and overall organizational structure.

We are seeking a dedicated Operations Coordinator / Manager to serve as the central hub of the office, bringing together operational oversight, bookkeeping proficiency, and construction-industry know-how. This role sits at the crossroads of administration, finance, and project support. You will work closely with leadership, project managers, vendors, and clients to maintain accurate financial records, coordinate project documentation, and ensure the office runs with consistency and professionalism. This is a position for someone who thrives in an environment where no two days look exactly alike, where both problem-solving and structure matter, and where your work directly impacts the reliability and reputation of the company.

Responsibilities

• Manage daily office operations, ensuring a well-run, organized, and efficient work environment that supports all internal departments.
• Handle bookkeeping tasks including accounts payable / receivable, bank reconciliations, invoicing, vendor billing, credit memos, and expense tracking.
• Prepare billing packages, progress payments, and detailed documentation required for construction invoices; familiarity with AIA billing formats is a strong plus.
• Support project workflows by preparing purchase orders, tracking order statuses, coordinating delivery schedules, managing shipment documentation, and communicating updates to clients and contractors.
• Maintain and improve filing systems for contracts, compliance documents, releases, insurance certificates, job files, warranties, and project correspondence.
• Liaise directly with general contractors, subcontractors, designers, and suppliers to ensure timely exchange of documents, approvals, and materials.
• Assist leadership with operational planning, scheduling, reporting, and process optimization initiatives to improve efficiency across the organization.
• Monitor project timelines, highlight potential delays, and help maintain alignment between administrative tasks and job-site milestones.
• Manage office supply inventory, vendor relationships, service contracts, and general facility needs.
• Provide support with cost tracking, job costing, and budget summaries for ongoing projects.
• Coordinate internal communication to ensure clarity across departments and provide an organized flow of information for active projects.

Qualifications

Compensation

Salary range : $75,000 $85,000, depending on experience, level of responsibility, and depth of construction-industry expertise.