About Us
Coaston Homes is a fast-paced residential homebuilder in Southwest Florida. We are focused on improving our processes to deliver high-quality homes with industry-leading cycle times.
We are seeking a detail-oriented and organized Accounts Payable / Construction Administrative Clerk to support our construction operations team. This role is not a traditional accounting-only position, but it is well-suited for someone with accounts payable, data entry, invoice processing, administrative tracking, or clerical experience who enjoys structured processes, accuracy, follow-up, and keeping multiple items organized.
Position Summary
The Accounts Payable / Construction Administrative Clerk will assist with administrative tracking, document processing, municipal coordination, inspection scheduling, fee payments, and internal follow-up required to move homes through construction completion and into final approvals and Certificate of Occupancy issuance.
This position requires someone who is highly organized, comfortable working through repetitive but important administrative tasks, and capable of tracking multiple open items at once. The ideal candidate will be able to follow established processes, maintain accurate records, identify missing information, and escalate issues to leadership when needed.
Responsibilities
- Process and track administrative items related to construction operations, municipal requirements, permits, inspections, fees, and Certificates of Occupancy.
- Schedule, reschedule, and monitor municipal inspections, including processing and tracking associated fee payments.
- Maintain accurate records in company tracking systems, spreadsheets, and internal checklists.
- Review documents, inspection results, applications, and related information for completeness and accuracy.
- Follow up with municipalities, vendors, subcontractors, Construction Managers, and internal team members on outstanding items.
- Help identify missing documents, pending approvals, failed inspections, payment issues, or other administrative bottlenecks.
- Assist with new home start packages, including compiling required documents and confirming information is complete.
- Support accounts payable-related administrative tasks, including invoice support, vendor documentation, payment tracking, and related data entry as needed.
- Prioritize daily tasks based on deadlines, urgency, and direction from management.
- Escalate delayed, incomplete, or unusual items to leadership when additional support is needed.
- Support construction operations with additional administrative and clerical tasks as assigned.
Qualifications
- Prior experience in accounts payable, administrative support, data entry, invoice processing, bookkeeping support, construction administration, permit coordination, or a similar detail-oriented role preferred.
- Strong organizational skills and attention to detail.
- Ability to track, prioritize, and manage multiple tasks simultaneously.
- Comfortable working with spreadsheets, email, PDFs, online portals, and general computer systems.
- Proficiency in Microsoft Excel, Outlook, and general office software.
- Strong written and verbal communication skills.
- Ability to work effectively in a team-oriented, fast-paced environment.
- Ability to follow processes consistently while recognizing when something does not look right.
- Willingness to follow up persistently on outstanding items.
- Ability to anticipate and identify potential delays and engage with team members to help resolve them.
- Associate’s degree or greater preferred, but relevant work experience will also be considered.
Ideal Candidate
The ideal candidate is someone who enjoys organized, process-driven work. This person should be comfortable checking details, updating trackers, following up on open items, processing repetitive administrative tasks, and making sure nothing falls through the cracks.
A background as an Accounts Payable Clerk, Accounting Clerk, Administrative Assistant, Office Coordinator, Permit Coordinator, Construction Administrative Assistant, or Data Entry Clerk would translate well to this position.
What We Offer
- Competitive compensation
- Stable, growing company environment
- Opportunity for long-term career growth
- Collaborative and team-oriented culture
- Exposure to multiple aspects of residential construction operations
Schedule
- Full-time
- Monday through Friday
- In-office position
Location
- Sarasota, FL near Clark Rd and Honore Ave
Job Type: Full-time
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- Health insurance
- Paid time off
Work Location: In person
