Operations Coordinator

OPERATIONS COORDINATOR I

Salaried, 40 hours/week at $70,304 – $73,000/year

The Regency Operations Coordinator I provides broad administrative support for the day‑to‑day operations of Regency Concrete Inc. The role is the first point of contact for employees and vendors, collecting, inputting, and organizing data and requests so the rest of the team can easily access information and address requests.

The duties fall into the following departments:
Accounts Payable, Accounts Receivable, Human Resources and Timekeeping.

Required scheduled office hours: 9:00 am – 3:00 pm Monday through Friday (30 hours). The remaining 10 hours can be completed flexibly outside this window.

• 4+ years office experience
• Fully bilingual in English and Spanish (listening, speaking, reading, writing); native Spanish speaker preferred
• Experience working with employees, clients and vendors
• Able to juggle multiple tasks/duties simultaneously
• Basic experience with Microsoft Excel
• Basic experience with Quick Books Online
• Hybrid remote: four days a week from home, one day in office (Long Beach, CA)

• Accounts Payable – manage vendor relationships, new job set‑up, new vendor set‑up, invoice processing, online bill payments, releases, Quick Books reporting.
  • Maintain positive vendor relationships
  • Set up geofence, enter job information, request preliminary info, track progress, resend as needed
  • Collect W‑9s, send insurance requirements, obtain COIs
  • Check for W‑9 and COIs 4 weeks before invoices are due; notify when missing
  • Print, cost‑code, and pay invoices (online and at the post office); file records
  • Make and enter online bill payments
  • Request, follow up, and send releases to client
  • Review Quick Books reports to track payment schedules; notify vendors
• Accounts Receivable – maintain client relationships, new job set‑up, monthly billing, payment monitoring, and releases.
  • Maintain positive client relationships
  • Send preliminary notice, obtain business license when required, create job folder in SharePoint, send project accountant paperwork due before or with first billing
  • Bill clients monthly
  • Gather information on anticipated payments from Quick Books and project accountants; share with team and vendors
  • Obtain notarized releases when required
• Hiring and Onboarding – full responsibility for new‑hire paperwork, onboarding benefits, and administrative support.
  • Process new‑hire paperwork, distribute handbook, obtain signed acknowledgments
  • Provide safety videos and record completion
  • Mail/review mileage reimbursement forms and meal/rest period principles
  • Onboard employees to medical and dental insurance plans and 401(k) program
  • Assist with email addresses, safety video app, and Paychex app setup
• Timecard preparation – collect mileage and expense reimbursement forms
• Safety video coordination
• Liaison between office and field in English and Spanish
• Support Operations Coordinator II on special projects, labor‑law compliance (order and distribute annual labor‑law poster, coordinate biannual sexual‑harassment prevention training)

Regular speaking or hearing; use of hands/fingers; occasional standing, walking, sitting, reaching; lift up to 25 lb; low to moderate noise level.

The company is an Equal Opportunity Employer, drug‑free workplace, and complies with ADA regulations. This job description does not create an employment contract and is a statement of essential functions and duties; modifications may be made to accommodate disabilities.