Administrative Accounting Coordinator

Job Description

Job Description

We are looking for an Administrative Accounting Coordinator to join a construction-focused team in Pacific, Washington. This contract opportunity with permanent potential is ideal for someone who brings strong accounting support experience and enjoys keeping project billing, contract records, and compliance documentation organized and accurate. The person in this role will work closely with operations, accounting, and customers to help maintain smooth financial and administrative processes across multiple active projects.

Responsibilities:
• Oversee billing activity for multiple projects by preparing customer invoices, tracking billing timelines, and confirming charges align with contract terms.
• Maintain contract files, project records, and supporting documentation so that key agreements, schedules, and financial details remain current and easy to access.
• Record and categorize labor, materials, subcontractor expenses, and other project costs by job to support accurate job costing and reporting.
• Review purchase orders, vendor invoices, and related project expenses, then reconcile entries to ensure complete and accurate accounting records.
• Use Sage 300 or comparable construction accounting software to support project billing, cost tracking, and account documentation.
• Assist with certified payroll records and prevailing wage documentation to help meet customer, contract, and regulatory requirements.
• Follow up on past-due accounts, address payment issues, and communicate with customers to resolve invoice questions or discrepancies.
• Prepare lien waivers, monitor work orders and project deadlines, and provide day-to-day administrative coordination between field teams and office staff.• At least 3 years of experience in construction administration, project accounting, billing, or a closely related position.
• Practical knowledge of contract billing, job costing, accounts receivable, and collections processes.
• Experience supporting certified payroll reporting and familiarity with prevailing wage requirements is preferred.
• Proficiency with Sage 300 (Timberline) or similar construction accounting systems.
• Understanding of purchase orders, vendor invoice processing, and lien waiver documentation.
• Strong skills in Microsoft Office, including Excel for tracking, reporting, and data review.
• Excellent organizational, communication, and problem-solving abilities with strong attention to detail.
• Ability to manage multiple deadlines in a fast-paced environment while maintaining accuracy.