Overview
The Accounting Coordinator will support the financial operations of the company by
assisting with day-to-day accounting activities, processing accounts payable and receivable – including collections, assisting with job cost tracking, and ensuring accurate financial records. This role works closely with project managers, operations teams, vendors, customers, and leadership to support the financial success of construction projects while maintaining compliance with company policies and accounting standards.
KEY RESPONSIBILITIES
Billing & Invoicing
- Enter job and customer data into QuickBooks Online with a high degree of accuracy
- Prepare detailed calculation sheets for each job folder, documenting materials used, labor times, and pricing
- Create and send accurate invoices, including custom spreadsheets for Fire Doors customers
- Maintain organized digital and physical records for all billing activities
- Process monthly Customer Statements
- Assist with collections on a daily basis via phone and email
Vendor Invoice Management
- File vendor invoices using our blue roll cart system
- Organize and maintain vendor files alphabetically and by date (oldest to newest)
- Cross-reference vendor invoices with monthly statements and resolve discrepancies
- Conduct weekly audits of the invoice cart to flag and clean up unresolved items
- Purge outdated customer and vendor files in compliance with retention policies
Check Run Coordination
- Prepare for check runs by verifying listed invoices and attaching all necessary documentation
- Assemble check packets with appropriate stubs and supporting materials
- Coordinate outgoing mail logistics, including stamping
System & Job Entry
- Accurately input new jobs into Paycom and internal systems to ensure job tracking integrity
- Assist with job folder preparation and lifecycle tracking
Administrative Support
- Provide backup support for answering phones and greeting visitors with professionalism
- Assist with deliveries, shipments, and supply management
- Assist with building best practices for the office
QUALIFICATIONS
· 2+ years of experience in billing, bookkeeping, or administrative support
· Strong working knowledge of QuickBooks Online, Microsoft Excel, and file management best practices
· Exceptional organizational skills and attention to detail
· Ability to manage time and priorities in a fast-paced, team-oriented environment
· Excellent written and verbal communication skills
· Comfortable working with both paper systems and digital tools
Join us in this rewarding role where your expertise will directly impact our organization’s financial integrity. We value energetic professionals who thrive on precision, collaboration, and continuous improvement. If you’re passionate about accounting and eager to grow within a supportive environment that emphasizes excellence in financial management—this is the perfect opportunity for you!
Pay: $50,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
