Administrative & Accounting Coordinator
Full-Time | In-Person | Fort Pierce, Florida
Department: Administration / Operations
Reports To: Operations Manager
Location: Fort Pierce, FL — On-Site Only
Employment Type: Full-Time
POSITION OVERVIEW
We are seeking a detail-oriented and highly organized Administrative & Accounting Coordinator to join our growing truss manufacturing team in Fort Pierce, Florida. This in-office role is the operational backbone of our business, supporting day-to-day administrative functions, basic accounting processes, shipping coordination, and production job scheduling. The ideal candidate is a proactive self-starter who thrives in a fast-paced construction-industry environment and takes pride in keeping things running smoothly.
KEY RESPONSIBILITIES
Administrative & Office Support
- Manage daily office operations including phones, correspondence, and filing systems
- Maintain organized physical and digital records for jobs, vendors, and customers
- Scan, index, and archive job documents, invoices, delivery receipts, and contracts
- Prepare and distribute reports, memos, and internal communications as needed
- Greet and assist walk-in customers and vendors professionally
Accounting & Billing
- Process accounts payable and accounts receivable transactions
- Generate and send customer invoices; follow up on outstanding balances
- Reconcile vendor statements and coordinate with suppliers on billing discrepancies
- Assist with payroll data entry and timekeeping records
- Support month-end close activities and provide records to CPA or controller as needed
- Maintain accurate records in accounting software (QuickBooks or similar)
Shipping & Receiving Coordination
- Coordinate outbound truss deliveries with drivers and third-party carriers
- Prepare and process shipping documents including bills of lading and delivery manifests
- Track shipments and proactively communicate delivery status to customers
- Verify incoming material receipts and log deliveries against purchase orders
- Coordinate with the yard and production team on load scheduling and truck availability
Job Scheduling
- Schedule production jobs in coordination with the design and plant teams based on customer deadlines and material availability
- Maintain and update the production calendar; communicate schedule changes promptly
- Confirm job details with customers prior to scheduled delivery or pick-up dates
- Assist in prioritizing rush orders and managing workflow conflicts
QUALIFICATIONS
Required
- High school diploma or GED required; Associate's degree in Business, Accounting, or related field preferred
- 2+ years of experience in an administrative, office coordinator, or accounting support role
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with QuickBooks Desktop or QuickBooks Online
- Strong organizational skills with exceptional attention to detail
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Professional written and verbal communication skills
Preferred
- Prior experience in a construction, manufacturing, or building materials environment
- Familiarity with truss or lumber industry terminology a plus
- Experience with job scheduling software or ERP systems
WORK ENVIRONMENT & SCHEDULE
- This is a full-time, in-person position based at our Fort Pierce, FL facility
- Standard hours are Monday through Friday; occasional overtime may be required during peak seasons
- Role operates in a professional office setting adjacent to an active manufacturing facility
WHAT WE OFFER
- Competitive hourly wage or salary commensurate with experience
- Stable, full-time employment with a growing local company
- Supportive team environment in a hands-on industry
- Opportunity to grow within the organization
Benefits:
Work Location: In person
