Specialized Recruiting Group - Charlotte, NC
Office Manager / Operations Coordinator
Specialized Recruiting Group - Charlotte, NC, Charlotte, North Carolina, United States, 28245
Specialized Recruiting Group - Charlotte, NC provided pay range
This range is provided by Specialized Recruiting Group - Charlotte, NC. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $75,000.00/yr - $90,000.00/yr
Direct message the job poster from Specialized Recruiting Group - Charlotte, NC
Helping Companies Find Great Talent - Guiding People to Dream Jobs - Executive Recruiter Position Summary The Office Manager / Accounts Payable & Operations Coordinator is a key member of the Operations team. This hybrid role combines construction accounting, accounts payable management, permitting coordination, and office administration to support the daily operations of a dynamic homebuilding company.
You’ll handle everything from managing vendor payments and utility accounts to coordinating building permits, maintaining compliance records, and supporting the Construction and Purchasing teams. If you’re organized, detail-oriented, and enjoy taking ownership of multiple responsibilities, this is the perfect role for you.
Key Responsibilities Accounts Payable & Construction Accounting
Manage the accounting inbox daily; distribute invoices to the appropriate departments for approval.
Enter and code vendor bills and invoices in QuickBooks, verifying projects and cost allocations.
Maintain vendor setup and compliance with W-9s and Certificates of Insurance (GL & WC).
Prepare weekly check runs, ensuring accurate and timely payments to subcontractors, utilities, and vendors.
Reconcile vendor statements, resolve AP issues, and support monthly close processes.
Oversee payments for building permits, utilities, software, rent, insurance, and licensing renewals.
Assist the third-party accountant with reconciliations, journal entries, and financial reporting.
Support audits, tax filings, and budgeting processes as needed.
Permitting & Operations Coordination
Request, complete, and track building, demolition, and utility permits (LDIRLs, plan reviews, final addressing, etc.).
Maintain accurate permit documentation and ensure compliance with city and county requirements.
Collaborate with the Director of Construction to align project starts and schedules with business goals.
Assist with utility setups, disconnects, and meter orders for new and sold projects.
Support Land Acquisition with documentation and coordination for new property purchases.
Manage project workflows and maintain organized digital and physical house files.
Develop and maintain strong relationships with vendors, inspectors, and municipalities.
Participate in weekly starts/closings meetings to report on permitting and project status.
Office Management & HR Support
Oversee daily office operations, including mail sorting, office supply management, and vendor coordination (cleaning, pest control, etc.).
Administer software, licenses, and technology (phones, tablets, laptops, security systems).
Support HR onboarding, personnel documentation, and OSHA/labor law compliance.
Manage communications, rent payments, and HOA matters for multiple Vista entities.
Coordinate company events, team activities, and closing gifts for homeowners.
Prepare and file annual reports and renewals, including the GC license and corporate compliance documents.
Maintain a professional, organized, and welcoming office environment that reflects Vista Homes’ values.
Qualifications
Education : High school diploma required; Associate’s or Bachelor’s degree preferred.
Experience :
3+ years of experience in accounts payable, construction accounting, or office administration.
3+ years of experience in residential construction operations (permitting, project coordination, or purchasing).
Technical Skills :
Proficiency in QuickBooks, Microsoft Office Suite (Excel, Word, PowerPoint), and Google Workspace.
Familiarity with construction software such as BuildTopia or CoConstruct is a plus.
Core Competencies :
Excellent communication and organizational skills.
Strong analytical and problem-solving abilities.
High attention to detail, accuracy, and time management.
Self-motivated and able to work both independently and collaboratively.
Adaptable to changing priorities in a fast-paced environment.
Seniority level: Associate
Employment type: Full-time
Job function: Customer Service and Project Management
Industries: Building Construction
Benefits
Medical insurance
Vision insurance
401(k)
Disability insurance
Paid maternity leave
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Base pay range $75,000.00/yr - $90,000.00/yr
Direct message the job poster from Specialized Recruiting Group - Charlotte, NC
Helping Companies Find Great Talent - Guiding People to Dream Jobs - Executive Recruiter Position Summary The Office Manager / Accounts Payable & Operations Coordinator is a key member of the Operations team. This hybrid role combines construction accounting, accounts payable management, permitting coordination, and office administration to support the daily operations of a dynamic homebuilding company.
You’ll handle everything from managing vendor payments and utility accounts to coordinating building permits, maintaining compliance records, and supporting the Construction and Purchasing teams. If you’re organized, detail-oriented, and enjoy taking ownership of multiple responsibilities, this is the perfect role for you.
Key Responsibilities Accounts Payable & Construction Accounting
Manage the accounting inbox daily; distribute invoices to the appropriate departments for approval.
Enter and code vendor bills and invoices in QuickBooks, verifying projects and cost allocations.
Maintain vendor setup and compliance with W-9s and Certificates of Insurance (GL & WC).
Prepare weekly check runs, ensuring accurate and timely payments to subcontractors, utilities, and vendors.
Reconcile vendor statements, resolve AP issues, and support monthly close processes.
Oversee payments for building permits, utilities, software, rent, insurance, and licensing renewals.
Assist the third-party accountant with reconciliations, journal entries, and financial reporting.
Support audits, tax filings, and budgeting processes as needed.
Permitting & Operations Coordination
Request, complete, and track building, demolition, and utility permits (LDIRLs, plan reviews, final addressing, etc.).
Maintain accurate permit documentation and ensure compliance with city and county requirements.
Collaborate with the Director of Construction to align project starts and schedules with business goals.
Assist with utility setups, disconnects, and meter orders for new and sold projects.
Support Land Acquisition with documentation and coordination for new property purchases.
Manage project workflows and maintain organized digital and physical house files.
Develop and maintain strong relationships with vendors, inspectors, and municipalities.
Participate in weekly starts/closings meetings to report on permitting and project status.
Office Management & HR Support
Oversee daily office operations, including mail sorting, office supply management, and vendor coordination (cleaning, pest control, etc.).
Administer software, licenses, and technology (phones, tablets, laptops, security systems).
Support HR onboarding, personnel documentation, and OSHA/labor law compliance.
Manage communications, rent payments, and HOA matters for multiple Vista entities.
Coordinate company events, team activities, and closing gifts for homeowners.
Prepare and file annual reports and renewals, including the GC license and corporate compliance documents.
Maintain a professional, organized, and welcoming office environment that reflects Vista Homes’ values.
Qualifications
Education : High school diploma required; Associate’s or Bachelor’s degree preferred.
Experience :
3+ years of experience in accounts payable, construction accounting, or office administration.
3+ years of experience in residential construction operations (permitting, project coordination, or purchasing).
Technical Skills :
Proficiency in QuickBooks, Microsoft Office Suite (Excel, Word, PowerPoint), and Google Workspace.
Familiarity with construction software such as BuildTopia or CoConstruct is a plus.
Core Competencies :
Excellent communication and organizational skills.
Strong analytical and problem-solving abilities.
High attention to detail, accuracy, and time management.
Self-motivated and able to work both independently and collaboratively.
Adaptable to changing priorities in a fast-paced environment.
Seniority level: Associate
Employment type: Full-time
Job function: Customer Service and Project Management
Industries: Building Construction
Benefits
Medical insurance
Vision insurance
401(k)
Disability insurance
Paid maternity leave
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