Operations Coordinator

Description

As an Operations/Billing Specialist, you will play a vital role in ensuring the smooth functioning of our operations department by meticulously managing job files, creating purchase orders, handling billing entries, and collaborating closely with superintendents. This role requires exceptional attention to detail, strong organizational skills, and the ability to thrive in a fast-paced environment. You will be responsible for data entry tasks related to billing, as well as supporting operational processes to ensure efficiency and accuracy.

Key Responsibilities

Job File Preparation

• Gather and organize information from various sources to prepare job files for the Operations Department.

• Ensure all necessary documentation is accurately compiled and maintained for each project.

Purchase Order Creation

• Generate purchase orders as requested by superintendents, adhering to company procedures and guidelines.

• Verify details and obtain necessary approvals before processing purchase orders.

Billing Entry and Management

• Input billing data into the system with a high level of accuracy and efficiency.

• Collaborate with assigned superintendents to ensure timely and accurate billing processes.

• Assist in resolving billing discrepancies and inquiries as needed.

Timesheet Preparation

• Work closely with superintendents on a weekly basis to prepare timesheets for submission to the Payroll Department.

• Verify and reconcile timesheets to ensure accuracy and compliance with company policies.

Safety Inspection Reports

• Collect and maintain field weekly safety inspection reports from superintendents.

• Assist in reviewing and documenting safety reports to support compliance efforts.

System Proficiency

• Learn and proficiently utilize Sage software for billing and operational tasks.

• Ensure adherence to established procedures and protocols within the Sage system.

Operational Support

• Assist in entering new phases for jobs in the system, ensuring completeness and accuracy.

• Proactively identify opportunities to streamline operational processes and improve efficiency.

• Demonstrate initiative and drive to accelerate operational tasks and meet deadlines.

• Requirements

Qualifications:?

• High school diploma or equivalent; additional education or certification in accounting, business administration, or related field preferred.

• Previous experience in billing, operations support, or data entry roles preferred.

• Proficiency in Microsoft Office suite (Word, Excel, Outlook).

• Strong attention to detail and accuracy in data entry and record-keeping.

• Excellent organizational and time management skills with the ability to prioritize tasks effectively.

• Strong interpersonal and communication skills, with the ability to collaborate effectively with team members.

• Ability to adapt to changing priorities and work effectively in a fast-paced environment.

• Demonstrated willingness to learn new software systems and processes quickly.

• Proven ability to work independently with minimal supervision, while also contributing positively to team dynamics.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (~~~) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit ~~~ for more information.

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