Operations Analyst

Description

Since opening our doors in 1988, Impact Property Solutions has served thousands of multifamily properties for over 30 years. Today, management companies and property managers trust our outstanding customer service and quick installation every time they need new flooring installed. Impact Property Solutions has built our business around superior customer service, quality workmanship, and same-day or next-day response time. This means we provide the right flooring at the right time.

Come be a part of our amazing team of professionals, and build a career in a fast-paced, rewarding industry! 

Impact Property Solutions is seeking an experienced Operations Analyst to support the administration and financial performance of contract projects from initial setup through final payment. This role is responsible for reviewing contract requirements, establishing internal accounts and billing templates, preparing and submitting contract invoices, monitoring payments and outstanding change orders, and coordinating with Project Management, Sales, Accounts Receivable, Credit, and other internal teams. The Operations Analyst also supports operational reporting, inventory control initiatives, and process improvement projects as assigned by the Corporate Operations Manager. This position plays a key role in ensuring contract compliance, accurate billing, efficient project administration, and overall operational effectiveness.

Duties and Responsibilities

• Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions. 
• Manage and facilitate the administrative and financial requirements of assigned contract projects by reviewing contract terms, identifying requirements, communicating with internal and external stakeholders, and coordinating timely contract execution. 
• Set up contract accounts, billing schedules, project templates, and customer-specific billing requirements within company systems. 
• Prepare and submit payment applications, progress billings, invoices, and required supporting documentation in accordance with contract and customer requirements. 
• Monitor billing deadlines, payments, retainage, pending change orders, outstanding receivables, and project closeout requirements; coordinate follow-up and escalate risks or delays to management. 
• Review master service agreements and project specific conttracts, vendor agreements, purchase orders, and project-specific contract documents; summarize key requirements and communicate obligations to the appropriate teams. 
• Support the Renovation group and Project Management teams through regular project-review meetings, scope review, cost information, estimate preparation or updates, and coordination of project setup activities. 
• Collaborate with Accounts Receivable and Credit to assess higher-risk accounts, resolve billing or payment discrepancies, minimize financial exposure, and support full and timely collection. 
• Prepare and maintain weekly and monthly reporting related to payment applications, outstanding change orders, receivables, billing status, and other operational performance indicators. 
• Investigate discrepancies involving billing, job costs, pricing, inventory, or customer accounts and coordinate appropriate corrective action. 
• Maintain complete and accurate contract, billing, project, and operational records in accordance with company procedures. 
• Support monthly and quarterly physical inventory counts, reconciliations, and adjustments for assigned markets. 
• Assist with process documentation, system implementation, data cleanup, and continuous-improvement initiatives. 
• Manage multiple assigned accounts, markets, and deadlines while providing timely and professional support to internal and external stakeholders.
• Participate in internal audits and compliance reviews. 
• Train users on operational systems and business processes. 
• Serve as a subject matter expert for contract management and billing processes. 
• Supports acquisition integrations, branch expansions, or operational projects. 
• Supports other duties as assigned by management. 

Competencies

• Demonstrates exceptional attention to detail when reviewing contracts and payment applications, helping ensure compliance and timely billing.
• Effectively analyzes contract and project data to identify discrepancies, risks, and opportunities for process improvements. 
• Builds strong partnerships with Operations, Project Management, AR, and Credit teams to support project success and improve payment outcomes.
• Successfully manages competing priorities while maintaining high accuracy and meeting critical deadlines. 
• Maintains a customer focused approach and contributes to project delivery that meets customer expectations. 

Requirements

• Bachelor's degree in business, accounting, finance, construction management, or a related field, or an equivalent combination of education and relevant experience, including a minimum of two years of contract billing, contract administration, project accounting, accounts receivable, or related experience. 
• Proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook, and the ability to learn and adapt to ERP, project-management, billing, and customer-portal systems. 
• Demonstrated analytical and problem-solving skills. Ability to work independently and amongst cross-functional teams.  
• Ability to interpret contract language, identify key administrative and billing requirements, and translate those requirements into actionable tasks. 
• Ability to work independently while collaborating effectively across cross-functional teams. 
• Professional verbal and written communication skills, including the ability to resolve issues and build agreement among parties with different perspectives. 
• Strong organizational and time-management skills with the ability to prioritize competing demands and consistently meet deadlines in a fast-paced environment. 

Preferred Qualifications

• Experience with construction progress billing, payment applications, retainage, change orders, lien-waiver documentation, or similar contract-billing requirements. 
• Flooring, construction, renovation, multifamily, or related industry experience. 
• Construction estimating, project-cost review, inventory reconciliation, or physical-inventory experience.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer. 
• Must be able to lift up to 25 pounds at times. 
• Minimal travel would be required.?