Position Overview
The Accounting & Operations Coordinator provides support for accounting, construction administration, property management, inventory management, project coordination, and general business operations. This position is intended to function as a hybrid role, with approximately 50% of responsibilities focused on accounting support, including accounts payable, accounts receivable, payroll administration, vendor management, inventory tracking, and reporting support, and 50% focused on office management, project administration, subcontractor compliance, owner and tenant support, task coordination, and day-to-day operational needs. As the primary in office administrative resource, this role helps ensure that critical financial, operational, and project-related processes are completed accurately and efficiently while allowing senior accounting staff, project managers, and ownership to focus on higher-value responsibilities, strategic initiatives, and company growth.
1. Accounts Payable (AP)
Vendor Management
- Collect and maintain W-9 forms, Certificates of Insurance, contractor registrations, and vendor records.
- Set up new vendors and maintain vendor files.
- Monitor document expirations and request updated documentation.
Invoice Processing
- Review invoices for completeness and proper approvals.
- Verify coding and supporting documentation.
- Enter vendor bills into accounting software.
- Match invoices to purchase orders, contracts, or supporting documentation.
- Route invoices for approval and follow up on outstanding approvals.
Payment Administration
- Prepare weekly and bi-weekly payment runs.
- Assist with ACH payment processing.
- Maintain lien waiver tracking and payment documentation.
- Communicate with vendors regarding payment status and account inquiries.
2. Accounts Receivable (AR)
Customer Billing
- Prepare and distribute invoices.
- Maintain customer records and billing information.
- Assist with owner statements and monthly billing processes.
Collections & Follow-Up
- Monitor outstanding receivables.
- Follow up on overdue balances.
- Communicate with customers regarding billing questions and payment issues.
Cash Application
- Record incoming payments.
- Assist with ACH processing and payment tracking.
- Research and resolve payment discrepancies.
3. General Ledger (GL) Support
Transaction Processing
- Assist with data entry and transaction review.
- Maintain organized accounting records and supporting documentation.
- Research accounting discrepancies and assist with corrections.
Reconciliations
- Assist with account reconciliations.
- Verify supporting documentation for transactions.
- Collaborate on schedules and reports used during month-end close.
Financial Reporting Support
- Compile information for management reporting.
- Maintain schedules and spreadsheets supporting financial reporting.
- Assist with audits and special projects as assigned.
4. Payroll Administration
Payroll Processing Support
- Collect and review employee time records.
- Verify payroll data for completeness and accuracy.
- Assist with payroll entry and review processes.
Employee Records
- Maintain employee payroll documentation.
- Track benefit deductions and payroll-related changes.
- Assist with onboarding and offboarding documentation.
Compliance
- Maintain payroll records.
- Assist with workers' compensation audits and payroll reporting requirements.
5. Construction Administration
Subcontractor Compliance
- Collect and maintain subcontractor agreements.
- Track Certificates of Insurance and workers' compensation coverage.
- Maintain lien waiver records.
- Ensure subcontractor documentation remains current.
- Track, prepare and submit GL and WC audits.
Project Support
- Assist with project documentation and filing.
- Track project approvals and administrative requirements.
- Coordinate communication between accounting and project management teams.
Budget & Cost Tracking Support
- Assist with collecting project cost information.
- Maintain supporting documentation for project reporting.
- Support job costing and budget tracking efforts.
6. Inventory Management & Control
Inventory Tracking
- Maintain inventory records for property management, maintenance, housekeeping, and office supplies.
- Record inventory usage, transfers, restocking activities, and adjustments.
- Ensure inventory transactions are entered accurately and timely.
Physical Inventory Counts
- Perform regular inventory counts and cycle counts.
- Compare physical inventory to recorded balances.
- Investigate and document inventory variances.
- Assist with month-end inventory reconciliations.
Inventory Purchasing & Replenishment
- Monitor inventory levels and identify items requiring replenishment.
- Coordinate supply orders with vendors.
- Maintain minimum stock levels for frequently used items.
- Assist with vendor pricing and supply cost analysis.
Owner & Project Cost Allocation
- Track inventory usage by property, homeowner, project, or department.
- Assist with monthly owner billing for restocked supplies.
- Maintain supporting documentation for inventory-related charges.
- Help ensure inventory costs are properly allocated and recoverable where applicable.
Inventory Process Improvement
- Assist with implementation and maintenance of inventory tracking systems.
- Develop and maintain inventory procedures.
- Support integration between inventory management, accounting, and operational systems.
- Identify opportunities to improve inventory accuracy, efficiency, and reporting.
7. Property Management Administration
Owner & Tenant Support
- Assist with owner communication and documentation.
- Prepare supporting information for owner statements.
- Maintain tenant and owner records.
Vendor Coordination
- Coordinate maintenance and service requests.
- Maintain vendor documentation and compliance records.
- Track invoice status and supporting documentation.
8. Administrative & Office Support
Document Management
- Organize digital and physical files.
- Maintain company records and administrative documentation.
- Manage document retention and filing procedures.
Process Improvement
- Assist with development and maintenance of company procedures.
- Help implement and improve administrative workflows.
- Manage and maintain current software/apps such as Asana, BusyBusy, QBO, SaasAnt and OneDrive
- Support software implementation and operational improvements.
General Office Administration
- Respond to internal and external inquiries.
- Coordinate meetings and scheduling as needed.
- Provide administrative support to accounting, project management, and ownership teams.
Join us in this exciting role where your expertise will directly impact our organization’s success! We value proactive problem-solvers who thrive on accuracy and efficiency. If you’re passionate about finance operations and eager to make a difference through meticulous work and collaborative effort — we want to hear from you!
Pay: $50,000.00 - $80,000.00 per year
Benefits:
- Health insurance
- Paid sick time
- Paid time off
- Paid training
Experience:
- construction Accounting: 3 years (Required)
- Property Management Accounting: 3 years (Required)
Work Location: In person
