Construction Operations Coordinator

Operations & Accounting Coordinator

Reports to: Chief Operating Officer (COO)

Location: Arlington, WA (Fullwiler Construction)

Schedule: Full-Time, On-Site (No Remote or Hybrid Option)

Hours: MondayFriday, 8:00 AM4:00 PM

Position Type: Hourly, BOE

Company Overview

We are a multi-faceted, rapidly growing Real Estate Development and General Contracting firm specializing in the development and construction of multifamily/mixed-use buildings, apartment complexes, short plats, spec homes, townhomes, custom homes, and large-scale remodels across Western Washington.

Additionally, our company operates a division in Arizona focused on building and remodeling high-end, resort-style short-term vacation rentals.

This position supports operations across both our WA and AZ companies, as well as multiple project-specific LLCs.

Position Overview

We are seeking a highly organized and detail-oriented Operations & Accounting Coordinator to support contract administration, change order management, bookkeeping coordination, and overall company operations.

This role serves as the internal bridge between project management, accounting, and external partners ensuring that information, documentation, and data flow accurately across all systems and divisions.

This is a full-time, on-site position located at our Arlington, WA office. The office is in a detached shop on a residential property, and access requires the use of stairs candidates must be comfortable working in this environment.

This is a fast-paced, high-visibility position that requires exceptional organization, strong communication, and the ability to manage multiple priorities while maintaining accuracy and follow-through.

Key Responsibilities

Contract & Change Order Management

• Draft and send client and subcontractor contracts
• Create, issue, and track change orders; upload approved COs to Adaptive (accounting platform)
• Maintain contract logs and ensure all documentation is current in Adaptive
• Coordinate with PMs and superintendents to ensure scopes and budgets are aligned

Billing & Accounting Coordination

• Monitor billing and bids inboxes (client billing, vendor AP, and pay-app-related emails)
• Track and organize subcontractor and vendor documentation (W-9s, COIs, start packets, lien waivers, etc.)
• Enter POs, subcontractor agreements, and subcontractor COs into Adaptive with correct cost codes
• Support draw preparation and verify documentation accuracy for submission
• Act as the primary internal contact with bookkeeping (G2 or other third-party) for transaction questions and missing documentation

Office & Operational Administration

• Answer phones and take messages professionally
• Maintain shared folders and ensure SOP consistency across both divisions
• Support PMs and superintendents with updated documentation for field use
• Process PTO requests, enter into QuickBooks Time, and review payroll entries for accuracy
• Track company vehicle mileage, maintenance, and registration renewals
• Oversee company file purges, renewals, and administrative compliance
• Create new jobs in UDA/Adaptive once client contracts are executed
• Maintain LLC and corporate filings, obtain EINs, and manage renewals or dissolutions
• Manage company insurance documentation and assist with annual renewals
• Gather and organize year-end tax information for accounting
• Maintain office supply inventory and ensure adequate stock levels
• Annually shop all overhead and insurance expenses to ensure competitive pricing