Administrative and Accounting Coordinator

Job Description

Job Description

We are a growing construction and construction services company seeking a highly organized and detail-oriented Administrative & Accounting Coordinator to support daily office operations and accounting workflows.

This role is responsible for collecting, organizing, routing, and entering vendor invoices and receipts, while also serving as the front-line administrative support for the office.

You will work closely with project managers, vendors, and the accounting team to ensure accurate and timely processing of all financial documents.

Key Responsibilities

Accounts Payable / Invoice and Receipt Management

• Collect and organize all vendor invoices and receipts
• Track missing invoices and follow up with vendors
• Route invoices to project managers for approval
• Code invoices to correct jobs/cost codes
• Enter invoices into accounting software (QuickBooks)
• Maintain accurate and organized digital filing system
• Assist with payment runs and audit support

Office Administration

• Answer phones and direct calls professionally
• Greet visitors, vendors, and subcontractors
• Manage incoming/outgoing mail and email inquiries
• Order office supplies and maintain office organization
• Provide administrative support to PMs and leadership

Operational Support

• Assist with job documentation and tracking
• Support project managers with paperwork and coordination
• Help maintain internal systems and workflows

Qualifications

• 2+ years experience in administrative or accounting support role
• Experience with accounts payable or invoice processing preferred
• Construction industry experience is a big plus
• Strong attention to detail and organization
• Ability to manage multiple tasks and follow through
• Proficient in Microsoft Office (Excel, Outlook)
• Experience with accounting software (QuickBooks) 

Key Traits 

• Extremely organized (nothing falls through the cracks)
• Comfortable holding PMs/vendors accountable for approvals
• Detail-oriented with financial accuracy
• Strong communicator and team player