The Internal Operations Manager is responsible for overseeing and executing the day-to-day
administrative and operational functions of the company. This role serves as a central point of
coordination across departments, supporting leadership, field teams, and customers through efficient
communication, accurate financial processing, and organized operational systems. The ideal candidate is
highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced
environment.

Essential Duties and Responsibilities
1. Customer Communication

● Serve as the primary point of contact for customer inquiries via phone and email.
● Respond to customer questions, concerns, and requests in a timely and professional manner.
● Follow up on outstanding communications to ensure resolution.
● Maintain accurate and up-to-date customer contact records.
● Coordinate with field and project teams to relay customer-specific requirements.
● Document all customer interactions in the company's CRM or communication log.

2. Invoicing

● Prepare, review, and issue customer invoices accurately and on schedule.
● Verify invoice details against completed work orders, contracts, and purchase orders.
● Track outstanding invoices and follow up on past-due accounts.
● Process incoming invoices from vendors and subcontractors for approval.

● Reconcile invoice discrepancies and resolve billing disputes.
● Maintain organized records of all invoices, payments, and billing correspondence.
● Coordinate with accounting or bookkeeping staff to ensure proper coding and entry.

3. Payroll

● Collect and verify employee timesheets and time records each pay period.
● Ensure accurate entry of hours, overtime, and deductions into the payroll system.
● Submit payroll for processing on established deadlines.
● Coordinate with HR and management to apply approved raises, bonuses, or adjustments.
● Address employee questions or discrepancies related to pay.
● Maintain confidential payroll records in compliance with applicable regulations.
● Track and report payroll data for budgeting and forecasting purposes.
4. Travel Coordination

● Arrange travel logistics for employees including flights, hotels, and ground transportation.
● Book accommodations that align with company travel policy and budget guidelines.
● Prepare and distribute detailed travel itineraries to all traveling employees.
● Track travel expenses and ensure receipts are submitted and reimbursed appropriately.
● Manage last-minute changes or cancellations to travel arrangements.
● Maintain a log of travel bookings and associated costs for reporting purposes.
● Coordinate per diem, mileage reimbursements, and company credit card usage for travel.

5. Operational Support

● Support day-to-day office operations to ensure efficient workflow across departments.
● Order and manage office supplies, equipment, and facilities needs.

● Maintain organized filing systems for operational documents (digital and physical).
● Assist leadership with scheduling, meeting coordination, and administrative tasks.
● Monitor and manage vendor relationships including service agreements and contracts.
● Prepare operational reports and summaries as requested by management.
● Identify and recommend process improvements to increase office efficiency.
● Handle incoming and outgoing correspondence, mail, and deliveries.

6. Project and Field Support

● Assist project managers and field teams with logistics, documentation, and coordination.
● Track project timelines, milestones, and deliverables to support on-time completion.
● Coordinate material orders, deliveries, and equipment needs for field operations.
● Prepare and distribute project-related documents including contracts, scopes of work, and
schedules.
● Communicate updates between the office and field teams to maintain alignment.
● Support bid preparation and proposal compilation as directed.
● Maintain organized project files and ensure all documentation is current and accessible.

7. Compliance Documentation

● Maintain and organize compliance-related records including licenses, certifications, and permits.
● Track expiration dates for company licenses, insurance certificates, and employee certifications.
● Ensure required safety documentation is completed, signed, and filed appropriately.
● Assist with OSHA or industry-specific compliance requirements as directed.
● Prepare and submit required regulatory filings or documentation on schedule.
● Support audit readiness by maintaining accurate and organized compliance records.
● Coordinate with leadership to address any compliance gaps or renewal needs.

8. HR Support

● Assist with the recruitment process including posting job openings and scheduling interviews.
● Prepare new hire onboarding materials and coordinate orientation logistics.
● Maintain accurate employee records including contact information, certifications, and
performance notes.
● Track employee PTO, leave requests, and attendance records.
● Assist in the administration of employee benefits enrollment and changes.
● Support disciplinary documentation processes as directed by management.
● Coordinate employee training schedules and track completion.
● Ensure HR files are maintained in compliance with applicable privacy and employment
regulations.

Qualifications
Education & Experience

● High school diploma or equivalent required; Associate's or Bachelor's degree in Business
Administration, Operations Management, or a related field preferred.
● Minimum 2–4 years of experience in an office management, operations coordinator, or
administrative management role.
● Experience in construction, field services, or a related industry is a plus.
Skills & Competencies

● Strong organizational and time management skills with the ability to manage multiple priorities
simultaneously.
● Excellent written and verbal communication skills.

● Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with payroll,
invoicing, or project management software.
● High attention to detail and accuracy in data entry and record-keeping.
● Ability to handle sensitive and confidential information with discretion.
● Self-motivated and capable of working independently with minimal supervision.
● Strong interpersonal skills and professional demeanor when interacting with customers,
vendors, and staff.

Physical Requirements
● Primarily sedentary office environment.
● Ability to work at a computer for extended periods.