Operations & Business Manager

Job Description

Job Description

Operations & Business Manager (with Executive Support)

Company: Specialized Excavation & Snow Removal Services

Location: Truckee / Reno-Tahoe Area, NV/CA (Hybrid / Remote-Flex)

Employment Type: Full-Time or High-Level Fractional / Part-Time (25–40 hrs/week)

Compensation: $30.00 – $45.00+ / hour or $65,000 – $85,000 / year (DOE)

About the Role

Are you an organized, self-directed business administrator or construction operations coordinator looking for a high-impact role with schedule flexibility?

We are a growing excavation and seasonal snow removal company operating in the Truckee/Lake Tahoe and Northern Nevada corridor. While our owner and field crews focus on heavy equipment operation and site execution, we need an experienced Operations & Business Manager to lead our back-office operations, client contracts, financial paperwork, and provide executive administrative support directly to the owner.

Key Responsibilities

• Executive & Owner Support: Manage the business calendar, schedule site meetings and equipment maintenance, handle incoming correspondence, and organize essential company records.

• Contract & Client Administration: Administer master service agreements (MSAs) and task orders for major corporate accounts, including Class-1 railroad entities (Union Pacific Railroad) and commercial clients.

• Billing & Financials: Process timecards, machine rental logs, and daily snow tickets to prepare timely progress billing and invoices in QuickBooks. Coordinate accounts receivable and liaise with our CPA.

• Safety & Compliance: Maintain railroad safety and security standards (e.g., eRAILSAFE contractor clearances), DOT transportation files, and state business filings.

• Insurance & Risk Management: Coordinate commercial policies (General Liability, Railroad Protective Liability, Inland Marine, Workers' Comp) and oversee Certificates of Insurance (COIs).

Qualifications

• Experience: 3+ years in construction office administration, trade operations management, or executive assistance supporting a business owner.

• Software Skills: Proficiency with QuickBooks (Desktop or Online), Microsoft Excel/Word, and cloud document systems.

• Industry Knowledge: Prior experience with heavy civil contractors, utility compliance, or railroad vendor portals (eRAILSAFE) is a strong plus.

• Key Attributes: Exceptional attention to detail, trustworthy with confidential business data, self-starter, and an effective communicator.

Why Join Us?

• Competitive Compensation: $30–$45+/hr or salaried equivalent, commensurate with experience.

• Work Flexibility: Enjoy a hybrid work arrangement with home-office flexibility combined with local check-ins.

• Direct Impact: Work directly with the company founder with autonomy to establish efficient systems without corporate red tape.