Operations Manager | Procurement & Project Administration

Great design depends on excellent follow-through. At Mae Reedy Design + Build, we create thoughtfully designed residential spaces—and we’re looking for an organized, resourceful Operations Manager to help keep the details behind our projects moving. This is a hands-on role for someone who enjoys turning moving parts into a clear plan: getting the right materials to the right place, keeping project documentation accurate, following up on permits and trade paperwork, and preparing reliable information for weekly accounting. You’ll work closely with our Director of Operations, project managers, and design team. Success means fewer loose ends, better preparation, and a team that can count on you to close the loop. WHAT YOU’LL OWN Procurement, receiving, and materials coordination Place approved orders and verify order confirmations against approved project information. Track lead times, promised delivery dates, backorders, and changes that could affect construction. Receive, inspect, photograph, label, and log materials promptly; identify damage, shortages, or discrepancies and coordinate resolution. Maintain organized receiving and project staging areas. Coordinate deliveries with project managers so complete materials are available when trades need them. Arrange pickups and occasionally deliver materials to job sites. Maintain our procurement system, monitor procurement communications, and follow through on returns, replacements, and credits. Trade documentation and compliance tracking Collect and maintain subcontractor agreements, insurance documentation, and written acceptance of project scopes and pricing. Track missing or expiring documents and follow up before scheduled work. Coordinate with project managers to ensure documentation reflects the current approved scope. Escalate incomplete records or discrepancies promptly. Permitting and project administration Assemble permit application materials, track submissions, follow up with municipalities, and route correction requests to the appropriate team member. Maintain a clear record of permit status, outstanding requirements, deadlines, and next steps. Assist with data entry and completeness checks for work orders, bid records, and other preconstruction documents. Identify missing information or inconsistencies and work with the responsible person to resolve them. Weekly accounting support Enter and organize bills, receipts, purchase records, and supporting documentation. Prepare accurate records for Wednesday accounting, client billing, and subcontractor payments. Coordinate approved payment delivery and maintain supporting records. Flag missing invoices, credits, or discrepancies for the Director of Operations. Systems and administrative support Document established processes and keep practical, usable SOPs current. Coordinate administrative onboarding for new employees and subcontractors. Keep shared records organized and current. Suggest process improvements and help implement approved changes. HOW YOU’LL WORK WITH THE TEAM Our Director of Operations sets priorities, supervises this role, and owns financial reporting, client billing, change orders, and operational oversight. Project managers own project execution, technical project decisions, and client status updates. They verify selections, quantities, scope, and site readiness, and participate with their junior designers in material staging. You own the daily administrative and procurement follow-through that supports their work. You’ll be expected to make decisions within your authority, communicate clearly, and bring questions or exceptions to the right person. WHAT WE’RE LOOKING FOR Experience in construction administration, procurement, project coordination, office operations, or a similarly detail-intensive role. Strong prioritization: you can recognize when a delivery issue or permit deadline needs attention before routine paperwork. Consistent follow-through—you tr…

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