Business Operations Specialist

Business Operations Specialist

Vineyard Outdoor Living | Mason, OH | Full-Time, In-Office

About Us

Vineyard Outdoor Living is a TrexPro Platinum Certified residential outdoor construction company serving the Greater Cincinnati and Dayton markets. We build decks, covered porches, patios, hardscaping, fireplaces, and outdoor kitchens for homeowners who want a premium experience from first call to final walkthrough. As we grow, we're investing in the systems and people that will let us scale without losing the quality that got us here.

The Role

We're hiring a Business Operations Specialist to take ownership of the back-office work that keeps our company running smoothly. The CEO is moving into a full-time sales role, which means someone needs to step in and run the operational side — finishing the buildout of our internal systems, keeping client communications moving, and making sure nothing falls through the cracks while the CEO is in the field with customers.

This is not an assistant role in the traditional sense. You won't be booking travel or managing a calendar. You'll be building and maintaining the infrastructure that runs the business — templates, processes, workflows, and communications — and acting as the operational glue between the CEO, the office team, and our project managers.

What You'll Own

Buildertrend systems buildout (the big one). We use Buildertrend as our central platform for project management, CRM, and estimating. There's roughly two months of focused work to finish building out cost items, proposal templates, schedule templates, purchase order templates, and related infrastructure. Buildertrend has strong training resources, and the CEO will be involved about 10% of the time to guide direction. When this is done, the whole company runs better.

Client communication support. Send off rendering requests to our draftsmen using stored customer data, follow up with customers via email and text, and help keep prospects and past clients warm with callbacks when needed. You're not selling — you're keeping the lines of communication open so the CEO can focus on in-person meetings.

Email triage and task delegation. Review incoming emails, flag what needs the CEO's attention, and delegate routine items to the right team member so nothing sits.

Process improvement. We're always looking for ways to work smarter. Familiarity with AI tools (ChatGPT, Claude, etc.) to identify inefficiencies and build simple solutions is a strong plus — we already use these tools across the company and want someone who can keep pushing that forward.

The odds and ends. Every growing company has them. You'll be the person who picks them up.

Who We're Looking For

• 5+ years in operations, office management, project coordination, or a similar back-office role — ideally in construction, home services, or a small business environment
• Strong systems thinker — you see a messy process and want to clean it up, not just work around it
• Comfortable owning software buildouts and learning new platforms quickly (Buildertrend experience is a major plus but not required)
• Excellent written communication — you'll be representing Vineyard Outdoor Living in client emails and texts
• Self-directed — you can take a loose direction and run with it, then come back with questions at the right moments
• Familiarity with AI tools and a curiosity about using them to improve workflows
• Detail-oriented without getting stuck in the weeds

Why This Role Matters

The person who takes this role will be central to transforming how Vineyard Outdoor Living operates. The Buildertrend buildout alone is one of the highest-value projects on our board — nobody has had the time to finish it, and it's the kind of work that pays dividends for years. You'll have real ownership, direct access to the CEO, and the satisfaction of building something that actually gets used every day.

Details

• Location: In-office at our Mason, OH office
• Schedule: Full-time
• Compensation: Competitive, based on experience

How to Apply

Send a resume and a short note about a process or system you've built or improved to [email protected]

Pay: $53,873.39 - $65,000.00 per year

Benefits:

• On-site gym

Work Location: In person