Operations & Accounting Coordinator

Job Description

Job Description

Full-Time | In-Office | Greater Nashville, Tennessee Area

About Honeyrock Outdoors

Honeyrock Outdoors is a luxury outdoor living design-build company specializing in swimming pools, outdoor living spaces, covered patios, hardscapes, and complete backyard transformations. We are committed to exceptional craftsmanship, operational excellence, and an outstanding client experience.

Position Overview

We are seeking a proactive, highly organized Operations & Accounting Coordinator to support our Director of Finance & Administration and company Ownership. This role owns daily administrative and project coordination workflows, including pre-construction, documentation, customer billing, and Buildertrend administration. The goal is to keep routine operations moving independently while leadership focuses on financial strategy, job forecasting, production, and growth. Hands-on Buildertrend experience is highly preferred, especially in budgets, cost codes, job costing, purchase orders, financial reporting, and work-in-progress (WIP) tracking.

Key Responsibilities

1. Buildertrend Administration & Job Costing

• Maintain project records, estimates, budgets, contracts, change orders, purchase orders, and supporting

documentation in Buildertrend.

• Help maintain original budgets, committed costs, actual expenses, and remaining cost-to-complete

information.

• Support weekly WIP reports and project financial forecasting by gathering, validating, and updating source information.

• Research missing or misclassified job costs and coordinate corrections with project managers and accounting.

• Support accurate Buildertrend and QuickBooks Online workflows, reporting, and financial project closeouts.

2. Pre-Construction & Project Coordination

• Coordinate new projects from signed contract through construction readiness.

• Track permits, HOA approvals, engineering, surveys, plans, and other required documents; follow up with the appropriate parties.

• Organize project folders, schedules, contracts, selections, subcontractor documents, and action items.

• Coordinate information among sales, design, estimating, production, accounting, clients, and trade partners.

• Track project deadlines, open items, and outstanding approvals to keep projects progressing.

3. Accounting, Customer Billing & Receivables

• Prepare deposit, progress, change order, and final invoices from approved documents and billing milestones.

• Track receivables and follow up professionally on overdue balances; flag disputes and proposed credits for approval.

• Record and reconcile customer payments in QuickBooks Online and Buildertrend.

• Monitor unbilled work, pending change orders, and missing customer approvals.

• Help prepare reconciliations, customer billing schedules, month-end support, and management-ready

information.

• Coordinate job-cost and vendor information with the team responsible for accounts payable.

4. Office Administration & Executive Support

• Handle assigned correspondence, scheduling, filing, reporting, calendars, and daily follow-up requests.

• Support company ownership and the Director of Finance & Administration with administrative priorities.

• Maintain organized digital records, task trackers, and written standard operating procedures.

• Communicate clearly with customers, vendors, subcontractors, and internal team members.

• Identify workflow inefficiencies, proactively solve routine issues, and recommend improvements.

5. Construction Compliance & Documentation

• Collect and track subcontractor W-9s, certificates of insurance, licenses, and agreements.

• Maintain permit, inspection, compliance, and administrative closeout records.

• Support business-license renewals, insurance audits, and other assigned compliance paperwork.

Required Qualifications

• 3+ years in construction administration, project coordination, accounting support, or a similar role.

• Proficiency in QuickBooks Online, Microsoft Excel, and professional business communication.

• Understanding of basic accounting, invoicing, receivables, and financial documentation.

• Exceptional organization, accuracy, discretion, independent problem-solving, and follow-through.

• Ability to manage competing deadlines in a fast-paced construction environment.

Highly Preferred Qualifications

• Buildertrend experience with financial tools, job budgets, cost codes, purchase orders, job costing, or WIP

reporting.

• Construction or design-build experience in pools, outdoor living, residential projects, or custom homes.

• Experience with cost-to-complete tracking, change orders, progress billing, and subcontractor compliance.

• Experience coordinating permits, HOA submissions, and pre-construction requirements.

Our Ideal Candidate

Takes ownership without constant reminders; anticipates needs; keeps accurate records; brings solutions, not just problems; communicates promptly; supports teammates; and continuously improves processes.

What We Offer

• Full-time, in-office opportunity with competitive compensation based on experience.

• Direct collaboration with company leadership and meaningful involvement in operations and financial systems.

• Opportunity to grow professionally with a quality-focused, performance-driven company.

How to Apply

Submit your resume describing your construction, accounting, administrative, and project coordination

experience. If you have used Buildertrend, specifically describe which financial management, budgeting,

job-costing, WIP reporting, and project coordination features you have personally managed.

\nCompany Description

About Honeyrock Outdoors
Honeyrock Outdoors is a luxury outdoor living design-build company specializing in swimming pools, outdoor living spaces, covered patios, hardscapes, and complete backyard transformations.

Company Description

About Honeyrock Outdoors\nHoneyrock Outdoors is a luxury outdoor living design-build company specializing in swimming pools, outdoor living spaces, covered patios, hardscapes, and complete backyard transformations.