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