Operations Coordinator I

OPERATIONS COORDINATOR I
Salaried, 40 hours/week at $70,304 – $73,000/year
POSITION SUMMARY
The Regency Operations Coordinator I provides broad administrative support for the day-to-day
operations of Regency Concrete Inc. The Operations Coordinator I acts as the first point of
contact for employees and vendors who are offering or requesting something to/from the
Company. He/she is responsible for collecting, inputting and organizing incoming data and
requests so that the rest of the Regency office team can easily access that information and
address those requests. The duties of the Operations Coordinator I fall into the following
departments: Accounts Payable, Accounts Receivable, Human Resources and Timekeeping.
This is a full-time salaried position equivalent to 40 hours per week. Required Scheduled Office
Hours for the Operations Coordinator I are 9:00 am – 3:00 pm Monday through Friday
equivalent to 30 hours per week. During these hours, the Operations Coordinator I must be
available via computer and telephone in his/her confirmed work location and focused on
Regency work, able to respond to phone calls and emails as they come in. The other 10 hours a
week can be completed during times that are best for the employee and for Regency.
Response time to calls and emails will not be expected to be as immediate. The flexible time is
focused on the completion of projects and assignments and some correspondence with other
staff or vendors as needed. The Flex Hours can involve completing work in the evening or on
the weekends that was not completed during the scheduled office hours.
SKILLS
 4+ years office experience
 Hybrid Remote: four days a week from home, one day a week in the office (Long Beach, CA)
 Required: Fully bilingual in English and Spanish (listening, speaking, reading, writing)
 Preferred: Native Spanish speaker
 Experienced working with employees, clients and vendors
 Able to juggle multiple tasks/duties at the same time
 Some experience with Microsoft Excel
 Some experience with QuickBooks Online
DUTIES
Fully responsible for these items:
 Accounts Payable (see attached list of tasks)
 Accounts Receivable (see attached list of tasks)
 Hiring and Onboarding (see attached list of tasks)
 Timecard preparation (incl collecting mileage and expense reimbursement forms)

 Safety video coordination
 Be a liaison between the office and the field in English and Spanish
Responsible for these items with support from Ops Coordinator II:
 Special projects as needed
 Labor Law Compliance – meet requirements and deadlines
o Order and distribute annual labor law poster to all Regency trucks; collect signed
acknowledgements that the guys know where the posters are
o Coordinate biannual sexual harassment prevention training

PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this position. Reasonable
accommodation may be made to enable individuals with disabilities to perform the functions.
While performing the duties of this position, the employee is regularly required to talk or hear.
The employee frequently is required to use hands or fingers, handle or feel objects, tools, or
controls. The employee is occasionally required to stand; walk; sit; and reach with hands and
arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this position include close vision, distance vision, and the ability to adjust focus. The
noise level in the work environment is usually low to moderate.
NOTE
This job description in no way states or implies that these are the only duties to be performed
by the employee(s) incumbent in this position. Employees will be required to follow any other
job-related instructions and to perform any other job-related duties requested by any person
authorized to give instructions or assignments. All duties and responsibilities are essential
functions and requirements and are subject to possible modification to reasonably
accommodate individuals with disabilities. To perform this job successfully, the incumbents will
possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements
may exclude individuals who pose a direct threat or significant risk to the health or safety of
themselves or others. The requirements listed in this document are the minimum levels of
knowledge, skills, or abilities. This document does not create an employment contract, implied
or otherwise, other than an “at will” relationship.
The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA
regulations as applicable.

DETAILS ON DUTIES/TASKS (OPERATIONS COORDINATOR I)
 Accounts Payable responsibilities and tasks
o Maintain positive vendor relationships

o New job setup: set up geofence, enter info on job #’s sheet, request prelim info,
send prelim info to vendors, track progress of prelim notices and resend as
needed (check with Rick first)
o New Vendor setup: collect w-9, send insurance requirements and collect COIs
o 4 weeks before invoices are due to Subcontractors, Operated Equipment or
Suppliers (41150, 41161, 41162), check to see if they have a w-9 and subcontract
and approved COIs (see Audit Prep Sheet). If not, notify Esther immediately so that
those things can be completed before we pay the bill.
o Process invoices: print, cost-code, pay (online and at the post office), file
o Make and enter online bill payments
o Releases: request, follow up, send to Client
o Review QuickBooks reports to keep track of when payments should be coming
and notify vendors
o Excludes reviewing COIs
 Accounts Receivable responsibilities and tasks
o Maintain positive client relationships
o New job setup: Send prelim notice, get business license when required, create
job folder in SharePoint, send Project accountant paperwork due before or with
1 st billing
o Monthly billing of clients
o Gather information on when payments will be made (from QBO reports and
from Project Accountants) and share with others on the Regency team as well as
with vendors
o Releases: get notarized when required
o Excludes requesting COIs
 Hiring and Onboarding Clerk
o Hire employees (new hire paperwork, distribute company handbook and get
signed acknowledgement, safety videos, mail/review with employee mileage
reimbursement forms and meal/rest period principles)
o Onboard new employees to Medical and Dental insurance plan (including
sending Sterling summary plan document within 90 days of EE starting plan)
o Provide ongoing administration of the Medical and Dental plans, including
annual renewal
o Onboard employees to the 401k program
o Help employees get set up with email addresses, the safety video app and the
Paychex app