Operations Coordinator Administrative Financial Support

Benefits:

Opportunity for advancement

Paid time off

Training & development

Job description

We are seeking a highly organized and detail-oriented Operations Coordinator to support daily business operations across administrative, financial, and logistical functions.

This role is a critical support position to the COO and requires someone who can manage multiple priorities, shifting deadlines, and high-volume workflow while maintaining accuracy and professionalism.

The ideal candidate is proactive, systems-driven, and thrives in a fast-paced environment where priorities can change throughout the day.

You will be trained on existing systems and processes -- success in this role comes from consistently follow them, staying organized, and communicating proactively.

Office / Clerical

Wisconsin Home Improvement / Wisconsin Insulation located in Menomonee Falls is growing and has an immediate full-time opening for an energetic, organized and motivated office assistant. This position consists of various administrative tasks, in a fun, fast paced environment!

Schedule: Monday-Friday 8:00 AM - 5:00 PM

Starting Pay and Benefits: $60,000.00 - 78,000.00 per year based on experience

Weekly direct deposit payroll

Simple IRA

Life Insurance

Short Term Disability

PTO

Paid Holidays

Performance based bonuses

Company sponsored events

Job Responsibilities:

Provide direct administrative and operational support to the Chief Operating Officer

Follow and maintain existing tracking systems to ensure all deadlines, documentation, and tasks are completed and on time.

Oversee billing processes, ensuring accuracy, timeliness, and proper documentation

Manage accounts payable and receivable, including invoice processing, payment tracking, and vendor/customer communications

Perform job costing and profitability analysis, tracking project expenses and preparing financial summaries

Maintain accurate data entry and recordkeeping across accounting and operational system

Assist in coordinating delivery logistics, including scheduling, tracking, and communication with vendors

Prepare, collect, and manage Certificates of Insurance (COIs) and lien waivers in compliance with contractual requirements

Assist with contract administration and documentation tracking for ongoing projects

Serve as a point of contact for internal staff, vendors, and clients, ensuring clear and professional communication

Maintain organized filing systems (digital and physical) for financial, operational, and compliance documents

Support cross-functional teams with administrative and operational tasks as needed

Required for This Position:

Ability to follow established systems and processes while maintaining strong organization

Consistent execution of tasks and deadlines without needing repeated reminders

Ability to manage multiple priorities and adjust when new tasks arise

Willingness to ask questions and use available resources when needed

Communicates clearly and professionally with team members, clients, and leadership

Excellent phone-based customer service and communication skills

Comfortable working in a fast paced environment with changing priorities

Comfortable learning and utilizing new software and computer systems

Basic knowledge of Microsoft Word, Excel and Outlook

Demonstrates a proactive and solution-oriented mindset

Experience with Quickbooks is preferred

2-3 years office management or equivalent experience is preferred

Company Information: Located in Menomonee Falls, Wisconsin Home Improvement and Wisconsin Insulation services is a family owned and operated business with our roots going back to 1938.

Please email View email address on click.appcast.io to apply.

Wisconsin Insulation / Wisconsin Home Improvement Co. LLC N60W14416 Kaul Ave. Menomonee Falls, WI 53051 View phone number on click.appcast.io

Job Type: Full-time

Pay: From 60,000.00 - 78,000.00 per year based on experience

Schedule:

Day shift

Monday to Friday

Full time

Work Location: In person