Operations & Finance Coordinator

Operations and Finance Coordinator

Company: New Rock Marble & Tile
Location: Mount Vernon, NY
Department: Operations and Finance
Employment Type: Part-Time
Work Arrangement: Hybrid

Position Summary

New Rock Marble & Tile is seeking a highly organized, detail-oriented, and proactive Operations and Finance Coordinator to support the company's financial operations, construction projects, and day-to-day administrative activities.

This position works closely with the CFO, project management, operations, vendors, subcontractors, and customers to ensure financial and operational processes are accurate, timely, and well organized.

The ideal candidate will have experience in accounting, finance, construction administration, project coordination, or business operations and will be comfortable managing multiple priorities in a fast-paced environment. This role provides broad exposure to accounts payable, accounts receivable, payroll coordination, job costing, project billing, financial reporting, vendor management, and ERP systems.

Key Responsibilities

Finance & Accounting

• Support day-to-day financial and accounting operations.
• Process, code, and organize vendor invoices and accounts payable documentation.
• Assist with accounts receivable tracking and collection activities.
• Reconcile invoices, payments, and supporting documentation.
• Maintain accurate financial records and documentation.
• Assist with monthly financial reporting and management reports.
• Support preparation and maintenance of work-in-progress (WIP) schedules.
• Assist with financial analysis and reporting as requested by the CFO.
• Research and resolve discrepancies involving invoices, payments, purchase orders, and project costs.
• Maintain organized digital and physical financial records.
• Assist with month-end and year-end accounting activities.

Payroll & Labor Administration

• Compile and verify weekly employee labor hours.
• Review timesheets for completeness and accuracy.
• Coordinate with project managers and supervisors to resolve missing or incorrect hours.
• Assist with weekly payroll processing.
• Maintain accurate labor records.
• Allocate labor hours and related costs to the appropriate projects or jobs.
• Assist with payroll-related reporting and documentation.
• Maintain confidentiality of employee compensation and payroll information.

Project Billing & Construction Administration

• Prepare and coordinate AIA requisitions and progress billing packages.
• Track project billing schedules and outstanding invoices.
• Maintain project contracts, change orders, purchase orders, and related documentation.
• Track project costs against budgets and approved contracts.
• Assist with job-cost reporting.
• Monitor material, fabrication, installation, and labor costs.
• Maintain accurate project financial information.
• Assist project managers with administrative and financial requirements.
• Support project closeout activities.
• Maintain documentation required for project completion and final billing.

Accounts Payable & Vendor Management

• Process and organize vendor and subcontractor invoices.
• Match invoices with purchase orders, receipts, and project documentation.
• Follow up on missing invoices and supporting documentation.
• Maintain vendor records and documentation.
• Assist with vendor payment inquiries and discrepancies.
• Collect and maintain lien waivers, insurance certificates, W-9s, and subcontractor documentation.
• Communicate with vendors regarding invoices, payment status, documentation, and account questions.
• Ensure vendor information is kept accurate and up to date.

Accounts Receivable & Collections

• Monitor outstanding customer and project invoices.
• Maintain accurate accounts receivable records.
• Follow up on past-due balances as directed.
• Communicate professionally with customers and project stakeholders regarding billing questions.
• Research payment discrepancies and unresolved balances.
• Assist with collection documentation and reporting.
• Coordinate with project managers and finance leadership regarding outstanding project receivables.

Operations & Project Coordination

• Provide administrative and operational support to project managers and leadership.
• Coordinate information between finance, operations, project management, vendors, subcontractors, and customers.
• Maintain project schedules, records, and documentation.
• Track outstanding tasks, approvals, and deliverables.
• Follow up with internal and external stakeholders to keep projects moving.
• Assist with procurement and material-related administrative activities.
• Track project milestones, deliveries, fabrication, and installation information.
• Identify administrative or operational issues and escalate them appropriately.
• Assist with improving internal processes and administrative workflows.

ERP & Data Management

• Enter and maintain accurate financial and project information within the company's ERP and accounting systems.
• Maintain accurate job, customer, vendor, invoice, labor, and project records.
• Perform data entry and quality-control checks.
• Generate reports and retrieve information as needed.
• Assist with system organization and process improvements.
• Ensure financial and operational information is complete and properly documented.

Reporting & Analysis

• Prepare spreadsheets and reports using Microsoft Excel.
• Assist with project profitability and job-cost analysis.
• Track labor, material, fabrication, and installation expenses.
• Assist with budget-to-actual comparisons.
• Compile information for management reporting.
• Identify inconsistencies or unusual project costs and bring them to management's attention.
• Support the CFO with ad hoc financial and operational analysis.

Qualifications

• 2+ years of experience in finance, accounting, operations, construction administration, project administration, or a related field.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Strong Microsoft Excel skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects, deadlines, and priorities.
• Strong follow-up and problem-solving abilities.
• Ability to work independently while collaborating effectively with a small team.
• High level of professionalism and discretion when handling confidential financial and employee information.

Preferred Qualifications

• Experience in the construction, stone, marble, tile, architectural, interior design, or building-materials industry.
• Experience with QuickBooks.
• Experience using an ERP, accounting, CRM, or project-management system.
• Knowledge of construction accounting and job costing.
• Experience with AIA billing and progress requisitions.
• Familiarity with lien waivers and subcontractor compliance documentation.
• Experience with payroll processing or timekeeping systems.
• Experience with accounts payable and accounts receivable.
• Experience working with general contractors, architects, designers, vendors, or subcontractors.

Technical Skills

• Microsoft Excel — required
• Microsoft Outlook / Office — required
• QuickBooks — preferred
• ERP systems — preferred
• Accounting and financial software
• Document management and cloud-based systems
• Email and calendar management
• Ability to learn new business systems quickly

Core Competencies

• Attention to detail
• Financial accuracy
• Organization
• Time management
• Problem solving
• Communication
• Follow-through
• Confidentiality
• Accountability
• Team collaboration
• Adaptability
• Process improvement

Key Performance Expectations

The successful candidate will be expected to:

• Maintain accurate and timely financial and project records.
• Ensure weekly labor information is properly compiled and communicated for payroll.
• Keep accounts payable and accounts receivable documentation organized and current.
• Support accurate and timely project billing.
• Maintain complete subcontractor and vendor documentation.
• Provide reliable job-cost and project financial information.
• Respond promptly to internal and external requests.
• Identify discrepancies and follow through until they are resolved.
• Maintain strong communication with the CFO and project management team.
• Consistently meet deadlines while managing multiple priorities.

Work Environment

This position operates in a professional construction and project-management environment and requires frequent communication with internal employees, customers, vendors, subcontractors, and project stakeholders.

The role requires the ability to work independently, prioritize competing deadlines, and maintain a high degree of accuracy while handling multiple projects simultaneously.

Compensation & Benefits

• $25.89–$31.17 per hour, based on experience and qualifications.
• Hybrid work arrangement.
• Part-time schedule.
• Paid time off and company holidays, subject to company policy.
• Opportunities for professional development and career growth.
• Collaborative working environment.
• Opportunity to work directly with senior leadership across finance, operations, and construction project administration.

Ideal Candidate Profile

The ideal candidate is someone who enjoys working at the intersection of finance, operations, and construction. They are highly organized, comfortable working with numbers and spreadsheets, and capable of managing detailed administrative processes without losing sight of deadlines.

A candidate coming from a Project Administrator, Project Accountant, Operations Coordinator, Office Manager, Accounting Coordinator, Construction Administrator, or Finance Coordinator background could be particularly well suited for this position.

The successful candidate should be comfortable taking ownership of tasks, communicating with multiple stakeholders, identifying problems before they become issues, and providing dependable support to the CFO and project management team.