Accounts Receivable & Contracts Administrator

ABOUT THE ROLE

The Accounts Receivable & Contracts Administrator keeps the financial and administrative engine running smoothly across our portfolio companies. This person owns the full accounts receivable cycle, supports contract and vendor compliance, and serves as a key point of contact for vendors, subcontractors, and internal teams. If you thrive in a fast-paced environment, sweat the details, and take pride in organized, accurate work—this role is for you.

KEY RESPONSIBILITIES

Accounts Receivable

• Verify and process vendor invoices and purchase orders in accordance with established AR procedures.

• Reconcile vendor statements and resolve discrepancies in a timely manner.

• Reconcile company credit card transactions against monthly statements.

• Communicate with vendors on invoices, payment terms, and inquiries.

• Prepare ad-hoc financial reports and compile supporting documentation as needed.

Vendor & Contract Administration

• Maintain vendor accounts, credentials, and compliance documentation.

• Manage subcontractor onboarding, including certificates of insurance and executed agreements.

• Process vendor credit applications and ensure ongoing compliance with company standards.

Project & Purchasing Support

• Issue and maintain purchase orders across projects.

• Process pay applications, including AIA Percentage of Completion documentation.

• Track project submittals and change orders in coordination with project teams.

Permitting

• Submit, track, and maintain permits through applicable online portals.

• Ensure all permits remain current and aligned with project requirements.

Customer & Communication Support

• Monitor the company email inbox and answer incoming calls professionally.

• Respond to customer and employee inquiries within the same business day.

• Route calls to the appropriate department or location as needed.

• Support AR collections by following up on outstanding customer balances.

Administrative & Systems

• Perform data entry, document preparation, filing, and general office support.

• Become proficient in company software systems; adapt quickly to new tools.

• Collaborate with teammates to improve workflows and operational efficiency.

QUALIFICATIONS

Required

• High School Diploma or equivalent.

• 2+ years of experience in accounts receivable, contract administration, or general accounting.

• Strong attention to detail and ability to manage competing priorities.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite.

Preferred

• Working knowledge of GAAP and basic accounting principles.

• Experience with QuickBooks or comparable accounting software.

• Familiarity with ServiceTitan (strong plus).

• Experience supporting construction or field-services operations.

Schedule

• 7:30 AM–4:30 PM or 8:00 AM–5:00 PM

COMPENSATION & BENEFITS

• Health, dental, and vision insurance

• Paid time off and company holidays

• Overtime opportunities as business requires

• On-the-job training and ongoing support