Subcontractor Coordinator & Accounting Assistant (Entry Level)

Job Description Job Description The Subcontractor Coordinator & Accounting Assistant is an entry‐level role that supports subcontractor administration and accounts receivableand accounts payable functions. This position is ideal for a highly organized individual who enjoys variety, communicates professionally, and thrives in a fast‐paced construction office environment. Working closely with the Office Manager and project teams, this role assists with subcontractor contracts, pay applications, change orders, invoice processing, payment tracking, and financial recordkeeping. The ideal candidate is detail‐oriented, dependable, and eager to learn. RESPONSIBILITIES Subcontractor Coordination Prepare, collect, and review subcontractor contracts and insurance documents. Draft, distribute, and track subcontractor change orders. Assist with collecting, reviewing, and routing subcontractor pay applications for approval. Maintain subcontractor contact lists and distribution databases. Respond to subcontractor inquiries regarding contracts, payments, and documentation. Update subcontractor invoice and change order tracking spreadsheets. Accounts PayableSupport Enter subcontractor, vendor, expense, and other invoices into the accounting system for processing and approval. Match invoices to contracts, purchase orders, change orders, and pay applications. Verify invoice accuracy and resolve discrepancies with subcontractors or project managers. Code invoices to correct cost codes, projects, and GL accounts. Assist with weekly or monthly AP processing cycles, including check runs. Maintain organized AP files for audits, reporting, and compliance. Accounts Receivable Support Assist with generating and distributing customer invoices. Process customer payments and apply them to the correct accounts. Maintain accurate customer records and resolve discrepancies. Follow up on overdue payments and assist with collections efforts. Prepare AR reports and payment summaries. Respond to customer inquiries regarding invoices and account status. QUALIFICATIONS Strong organizational skills and attention to detail. Clear, professional communication skills with subcontractors, customers, and internal teams. Basic accounting knowledge (invoicing, payments, coding). Proficiency with Microsoft Office 365 (Excel, Word, Outlook). Sage 300 Construction and Real Estate (or similar). Experience with Procore or similar construction management software is preferred but not required. Ability to prioritize tasks and meet deadlines. Positive attitude, reliability, and willingness to learn. Job Requirements Education or training in business administration is preferred; relevant experience accepted. 1–3 years of administrative or accounting support experience (construction experience a plus). Experience with accounting or construction management software is helpful but not required. Working Environment Full‐time, onsite position. Must maintain regular and reliable attendance. ABOUT OUR COMPANY We offer meaningful work in a supportive, family‐oriented environment. Eligible full‐time employees receive competitive salaries based on experience, health insurance, ongoing training opportunities, and more after (90) days probationary period. With 39 years of experience, we are a trusted provider of construction services for the retail industry. Our team values integrity, quality craftsmanship, collaboration, and exceeding client expectations. HOW TO APPLY Please submit: Your resume A cover letter outlining your relevant skills and experience Three (3) professional references Company Description We offer rewarding work and a family atmosphere. We offer an excellent benefits package to eligible full-time employees, including salaries commensurate with experience, health insurance, continuous training, and more. Company Description We offer rewarding work and a family atmosphere. We offer an excellent benefits package to eligible full-time employees, including salaries commensurate with experience, health insurance, continuous training, and more.