Business Operations Associate

EverLine Coatings - Middle Tennessee•Nashville, TN

9h•Hybrid

About The Position

The Business Operations Associate supports daily business operations by assisting with administrative, sales and marketing, compliance and safety, and operations responsibilities. The ideal candidate is organized, detail-oriented, professional, and comfortable working in a fast-paced service and construction environment. This role reports to the owner/operator.

Requirements

2+ years of experience in an administrative or customer service role preferred
Proficiency in Microsoft Office (Word, Excel); experience with Google Workspace, QuickBooks, and CRM/job management software such as Hubspot and Airtable preferred
Experience with AI tools such as ChatGPT, particularly in an administrative setting
Strong organizational, time-management, and multitasking skills
Excellent verbal and written communication skills
Ability to handle confidential information with professionalism
Dependable, self-motivated, and able to work independently

Nice To Haves

Experience in construction, contracting, or service-based businesses is a plus

Responsibilities

Monitor and respond to online inquiries
Maintain organized electronic filing systems
Ensure proper onboarding with customers, including W9 and COI submissions
Pre-screening of candidates, coordinating interviews with Operations Manager and Ownership
Preparing and executing new hire paperwork for onboarding new hires
Assist with scheduling site visits and customer appointments
Track job documentation, photos, and completion records
Review operations reports for missing data; retrieve data as needed from operations team
Creating mail out list to target customers; sending out mailers
Sending follow up emails to target customers
Serve as a primary point of contact for customers regarding scheduling, invoicing, and general questions
Support sales efforts by tracking leads, proposals, and follow-ups in Hubspot or job management systems
Assist with estimations by taking measurements and line striping counts via Google Earth
Assist with proposals by preloading information in Proposify
Submit proposals to online bidding platforms such as BuildingConnect, PlanHub, and SmartBid
Site visits as needed
Represent EverLine at industry networking events as needed
Assist with invoicing, billing, and accounts receivable tracking
Assist with accounts payable
Work with bookkeeper by answering questions on how to code transactions and providing monthly bank, credit card, and loan statements
Record payments and maintain accurate financial and job records
Support expense tracking for payroll reimbursements
Reviewing monthly P&L statements for accuracy and preparing monthly cash flow statements
Maintain employee training records
Assist with tracking safety documentation, SDS records, and compliance requirements
Support preparation of documentation for audits, insurance, or regulatory reviews
Ensure compliance is maintained within vendor management systems such as Avetta, VendorSmart, and SAP.
Order and distribute PPE and uniforms for team members.