Finance Operations Specialist

Job Description

Job Description

Job Title :
Finance & Operations Specialist (Project Billing, Reprting, Compliance & Vendor Partner Coordination)

Location :
Gahanna, OH – Hybrid (onsite & WFH)

Employment Type :
Full-Time

Compensation :
Based on Experience

Role Summary :

We are seeking a highly self-sufficient Finance & Operations Specialist to support a fast paced, project-based construction services business.

This role sits at the intersection of project billing, operational reporting, compliance documentation, and vendor/partner coordination. The Finance & Operations Specialist is responsible for independently pulling, validating, synthesizing, and submitting financial and operational information across multiple systems and stakeholders.

This is not a clerical, assistant, or entry-level role. The ideal candidate is an experienced operator who can work with minimal direction, manage complex documentation requirements, and own work end-to-end in a dynamic environment.

Core Responsibilities :

Project Billing & Invoicing

• Pull and verify time and job data from company timekeeping systems
• Validate reported hours and job information to support accurate billing
• Create and manage invoices within Quick Books
• Prepare and submit complex billing packages as required by general contractors, including:
  Manual invoice preparation;
  Supporting documentation compilation;
  Entry and submission through GC- or client-specific billing platforms
• Track billing status across multiple clients and projects
• Follow up on outstanding invoices and resolve discrepancies prior to escalation
• Maintain organized, audit-ready billing records
• Contractor Time & Pay Distribution Reporting (Non-Payroll)
• Generate contractor time and pay distribution reports from timekeeping systems
• Validate accuracy of hours, job assignments, and reporting data
• Prepare reports for owner review
• Maintain organized records supporting contractor payments
• Note:
  
  This role does not process payroll, issue payments, or manage HR payroll systems.

Project Reporting, Change Orders & Daily Plan Management

• Review operational submissions from field teams, including daily plans, change orders, tickets and operational reports
• Ensure submissions are complete, accurate, and properly documented
• Clean up, validate, and format reporting prior to client submission
• Submit finalized reporting through client- or GC-specific platforms
• Manage reporting workflows across multiple technology systems Project Compliance & Documentation
• Manage and track Certificates of Insurance (COIs)
• Track and maintain prevailing wage documentation
• Track and maintain project-specific compliance requirements
• Utilize general contractor–specific platforms to meet documentation standards
• Ensure all compliance materials are organized, current, and audit-ready

Vendor & External Partner Coordination

• Manage vendor relationships from an administrative and documentation standpoint
• Track vendor invoices and coordinate timely payment processing
• Maintain organized vendor records and supporting documentation
• Support coordination with external partners, including: CPA;
  Insurance providers;
  Legal counsel; HR or compliance consultants
• Prepare and organize documentation requested by external partners
• Maintain structured digital filing systems

Required Experience & Qualifications

• Proven experience in project billing, invoicing, reporting, compliance, or vendor coordination
• Experience in construction, facilities, or project-based environments strongly preferred
• Demonstrated ability to work independently with minimal supervision
• Strong organizational, analytical, and documentation skills
• Ability to synthesize information across multiple systems and platforms
• Comfort managing complex and evolving requirements
• Ability to learn new systems and processes quickly
• Strong written and verbal communication skills
• High attention to detail with consistent follow-through

Critical Success Traits (Non-Negotiable)

This role requires someone who:

• Owns tasks from start to finish without relying on others to complete work
• Does not require repeated explanations once a process is documented
• Brings structure, clarity, and accountability
• Operates calmly in a fast-changing, high-responsibility environment
• Understands that the back office exists to support field execution and client delivery
• Anticipates issues instead of waiting for direction

What This Role Is Not

• Not a payroll or HR role
• Not a clerical or assistant position
• Not suitable for someone who needs constant oversight
• Not a slow-paced or rigid environment

This position plays a critical role in

• Cash flow and billing accuracy
• Client confidence and professionalism
• Project compliance and reporting integrity
• Vendor and partner relationship management
• Operational visibility across active projects
• The right person will be trusted with significant responsibility, autonomy, and impact.