Sixth Element Homes

Compensation

Full Description

ROLE OVERVIEW The Operations & Office Administration Coordinator supports day-to-day business operations, ensuring accuracy and efficiency across invoicing, vendor management, billing, follow-ups, and compliance. This role is critical to maintaining operational flow, timely payments, and proper financial documentation across all Sixth Element entities. The ideal candidate demonstrates ownership, accountability, accuracy, professional communication, and process discipline. KEY RESPONSIBILITIES 1. Invoice Entry & Documentation • Enter invoices into Buildertrend, QuickBooks Online (QBO) with accuracy • Verify coding (cost codes, items, classes, entities) • Match invoices with POs / contracts (Buildertrend & Development) • Maintain organized invoice logs for weekly reports 2. Vendor Tracking & Communication • Maintain the vendor master list in SharePoint • Track new vendor requirements and updates • Communicate professionally with vendors regarding: • Payment status • Missing documentation • Compliance requirements • Corrections or clarifications • Ensure timely responses and follow-through 3. Bills & Payment Follow-ups • Prepare bills for approval (Controller, CFO, Managers) • Track weekly payment cycles • Follow up with internal teams (Ops, Dev, Sales) for pending approvals • Send reminders to ensure invoices are ready for payment • Maintain bill aging reports 4. Vendor Compliance Management • Collect, track, and validate: • * W9s • COI (Certificates of Insurance) • Trade licenses • Buildertrend Vendor Onboarding documents • Ensure expired documents are flagged and updated • Maintain compliance dashboards and reminders LEVEL EXPECTATIONS Level 2A – Coordinator (Recommended) • Works independently with minimal supervision • Maintains 95% accuracy on all financial entries • Demonstrates strong communication with vendors • Supports managers with recurring reports • Identifies process issues and proposes solutions Level 1C – Senior Associate (If Required) • Can perform tasks but with closer supervision • Focuses on reliability and task accuracy • Executes tasks without yet owning workflows • Limited authority for independent vendor communication SKILLS & QUALIFICATIONS Required • Strong attention to detail and accuracy • Experience with QBO, Buildertrend, or similar systems • Professional communication and follow-up skills • Ability to manage deadlines and multiple tasks • Strong organizational habits and documentation discipline Preferred • Experience in homebuilding, development, or construction operations • Understanding of cost codes, trade categories, and invoice cycles • Experience with compliance and vendor onboarding KEY KPIs • Invoice entry accuracy (Target: 95%+) • On-time vendor follow-up completion • Zero backlog in bills awaiting data entry • COI/W9 compliance rate (Target: 100%) • Weekly reporting accuracy and timeliness