Construction Accounting Coordinator

Construction Accounting Coordinator

We're hiring a reliable, highly organized Construction Accounting Coordinator to keep project commitments and compliance documentation moving smoothly. This role owns the day-to-day administration of purchase orders, subcontracts, change orders, and vendor/subcontractor onboarding documents in a high-volume, fast-paced commercial construction setting.

You'll partner closely with Project Managers, Accounting, subcontractors, and suppliers to ensure commitments are entered correctly, routed for approval, executed with signatures, and fully supported by required compliance paperwork—on time and with strong attention to detail.

Job Duties:

• Enter and maintain commitment data in Sage 300 with a high degree of accuracy
• Prepare commitment documentation for Project Manager review/approval
• Draft and process PO/subcontract change orders, including revisions and tracking
• Distribute approved POs, subcontracts, and change orders to vendors/subcontractors
• Monitor execution status and follow up persistently to obtain missing signatures and returned documents
• Maintain current vendor and subcontractor records (contacts, delivery details, and job-specific info)
• Confirm vendor contact information and ensure commitment documents are sent to the right parties
• Collect, track, and file W-9s and related vendor setup forms
• Track Certificates of Insurance (COIs), verify coverage status, and request renewals before expiration
• Request and maintain subcontractor supplier/vendor lists as needed for projects
• Assist with Notice of Subcontract(s) tracking and related follow-up/administration
• Provide responsive administrative support to Project Managers related to commitments and documentation
• Assist the Accounting team as needed with documentation retrieval, vendor questions, and internal requests
• Perform consistent, accurate high-volume data entry and routine processing tasks

Qualifications

• Experience in construction administration, accounting support, project coordination, or similar roles
• Hands-on experience with purchase orders, subcontracts, vendor onboarding, and/or construction documentation
• Prior exposure to a commercial construction environment strongly preferred
• Sage 300 experience is a major plus
• Familiarity with compliance documents such as W-9s and COIs preferred