Finance & Operations Specialist

Job Title: Finance & Operations Specialist (Project Billing, Reprting, Compliance & Vendor Partner Coordination)Location: Gahanna, OH – Hybrid (onsite & WFH)Employment Type: Full-TimeCompensation: Based on ExperienceRole 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 & InvoicingPull and verify time and job data from company timekeeping systemsValidate reported hours and job information to support accurate billingCreate and manage invoices within QuickBooksPrepare 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 platformsTrack billing status across multiple clients and projectsFollow up on outstanding invoices and resolve discrepancies prior to escalationMaintain organized, audit-ready billing recordsContractor Time & Pay Distribution Reporting (Non-Payroll)Generate contractor time and pay distribution reports from timekeeping systemsValidate accuracy of hours, job assignments, and reporting dataPrepare reports for owner reviewMaintain organized records supporting contractor paymentsNote: This role does not process payroll, issue payments, or manage HR payroll systems.Project Reporting, Change Orders & Daily Plan ManagementReview operational submissions from field teams, including daily plans , change orders , tickets and operational reportsEnsure submissions are complete, accurate, and properly documentedClean up, validate, and format reporting prior to client submissionSubmit finalized reporting through client- or GC-specific platformsManage reporting workflows across multiple technology systems Project Compliance & DocumentationManage and track Certificates of Insurance (COIs)Track and maintain prevailing wage documentationTrack and maintain project-specific compliance requirementsUtilize general contractor–specific platforms to meet documentation standardsEnsure all compliance materials are organized, current, and audit-readyVendor & External Partner CoordinationManage vendor relationships from an administrative and documentation standpointTrack vendor invoices and coordinate timely payment processingMaintain organized vendor records and supporting documentationSupport coordination with external partners, including: CPA; Insurance providers; Legal counsel; HR or compliance consultantsPrepare and organize documentation requested by external partnersMaintain structured digital filing systemsRequired Experience & QualificationsProven experience in project billing, invoicing, reporting, compliance, or vendor coordinationExperience in construction, facilities, or project-based environments strongly preferredDemonstrated ability to work independently with minimal supervisionStrong organizational, analytical, and documentation skillsAbility to synthesize information across multiple systems and platformsComfort managing complex and evolving requirementsAbility to learn new systems and processes quicklyStrong written and verbal communication skillsHigh attention to detail with consistent follow-throughCritical Success Traits (Non-Negotiable)This role requires someone who:Owns tasks from start to finish without relying on others to complete workDoes not require repeated explanations once a process is documentedBrings structure, clarity, and accountabilityOperates calmly in a fast-changing, high-responsibility environmentUnderstands that the back office exists to support field execution and client deliveryAnticipates issues instead of waiting for directionWhat This Role Is Not •Not a payroll or HR roleNot a clerical or assistant positionNot suitable for someone who needs constant oversightNot a slow-paced or rigid environmentThis position plays a critical role in:Cash flow and billing accuracyClient confidence and professionalismProject compliance and reporting integrityVendor and partner relationship managementOperational visibility across active projectsThe right person will be trusted with significant responsibility, autonomy, and impact.

Salary : $25 - $30