Construction Billing & Office Coordinator

Job Description

Job Description

Position Summary

We are seeking an experienced, highly organized, and detail-oriented Office Manager to support the

daily administrative, accounting, customer service, and job documentation needs of a specialty

coatings contracting company.

The ideal candidate will be comfortable working in a fast-paced environment where priorities can

change quickly and accuracy is essential. This position will interact with customers, vendors,

employees, project managers, field personnel, and company management.

The Office Manager will be responsible for a wide range of administrative and accounting functions,

including Accounts Payable, Accounts Receivable, customer payments, purchase orders, credit card

receipts, QuickBooks data entry, job time and material documentation, collections, spreadsheets,

and general office work.

The successful candidate must be dependable, professional, organized, able to prioritize multiple

tasks, and comfortable taking ownership of responsibilities from start to finish.

Essential Duties and Responsibilities Customer Service & Front Office

• Answer and direct incoming telephone calls in a professional and courteous manner.

• Greet and assist walk-in customers, vendors, and visitors.

• Respond to customer inquiries and direct questions to the appropriate employee or department.

• Assist customers with quotes, invoices, payments, product information, and account

documentation.

• Maintain a professional and welcoming office environment.

• Communicate effectively with customers, vendors, employees, and management.

Accounts Payable

• Enter vendor invoices into QuickBooks accurately and timely.

• Match invoices with purchase orders and supporting documentation.

• Verify pricing, freight, taxes, quantities, and other invoice details.

• Issue purchase orders (POs) to vendors as directed.

• Maintain organized vendor records and supporting documentation.

• Assist with invoice coding and expense allocation.

• Monitor invoices for accuracy and proper approval.

• Maintain accurate AP records and follow up on outstanding items.

Accounts Receivable & Collections

• Enter customer invoices and payments into QuickBooks.

• Receive and process customer payments by check, credit card, and other approved methods.

• Maintain accurate incoming payment records.

• Prepare and maintain payment and deposit documentation.

• Follow up on past-due customer accounts.

• Assist with collections and account follow-up.

• Communicate professionally with customers regarding outstanding balances and payment status.

• Place accounts on hold when directed by management.

• Maintain accurate customer account information and documentation.

Credit Cards & Expense Documentation

• Maintain company credit card transaction records.

• Collect and organize employee credit card receipts.

• Follow up with employees for missing receipts and supporting documentation.

• Enter credit card transactions and receipts into QuickBooks.

• Ensure expenses are properly categorized and supported by documentation.

• Research transactions when additional information is needed to properly code expenses.

• Maintain organized monthly credit card records.

Job & Project Administration

• Enter and maintain Time & Material (T&M) job information.

• Accurately enter employee labor hours, materials, expenses, and other job-related

information.

• Review T&M documentation for completeness and accuracy.

• Maintain job folders and supporting documentation.

• Assist with job costing and billing documentation.

• Track materials, purchase orders, receipts, freight, and other job-related expenses.

• Compare job documentation against estimates, quotes, purchase orders, and invoices.

• Communicate with project managers and field personnel to obtain missing job information.

• Assist with preparing and reviewing information needed for customer billing.

Data Entry & Office Administration

• Perform accurate and timely data entry.

• Maintain Excel spreadsheets, logs, reports, and administrative records.

• Prepare correspondence, letters, forms, and other documents using Microsoft Word.

• Maintain electronic and paper filing systems.

• Upload and organize documents on the company server.

• Maintain confidential company information.

• Maintain calendars, schedules, records, and other office documentation as needed.

General Office Management

• Monitor office supplies and place orders when needed.

• Maintain company records and required forms.

• Assist with vendor/customer account documentation, certificates, and other administrative

requirements.

• Support management and other departments as needed.

• Take initiative to identify problems, obtain missing information, and follow tasks through to

completion.

Required Skills & Qualifications

• Previous experience in office management, accounting, administrative support, or a similar

position.

• Strong Accounts Payable and Accounts Receivable experience.

• Experience using QuickBooks is strongly preferred.

• Strong data entry skills with a high level of accuracy.

• Excellent Microsoft Excel skills.

• Proficiency with Microsoft Word and Microsoft Office.

• Strong organizational and time-management skills.

• Excellent attention to detail.

• Strong written and verbal communication skills.

• Professional telephone and customer service skills.

• Ability to prioritize multiple responsibilities and meet deadlines.

• Ability to work independently with minimal supervision.

• Ability to identify discrepancies and research information to determine the correct

resolution.

• Must be dependable, professional, and willing to take ownership of assigned responsibilities.

Preferred Qualifications

• Construction or specialty coatings contracting

• Industrial maintenance or industrial services

• Job costing

• Time & Material (T&M) billing

• Contractor accounting

• QuickBooks

• Purchase order processing

• Customer collections

• Credit card entry

• Vendor and customer account setup

• Construction/project documentation

What We Are Looking For

• Pays attention to the details.

• Takes accuracy seriously.

• Does not simply enter information without questioning discrepancies.

• Follows up when information is missing.

• Can manage several priorities at the same time.

• Is comfortable communicating with customers, vendors, and employees.

• Can work independently and stay productive without constant direction.

• Understands that deadlines and accurate documentation are important to the success of the

company.

• Is willing to learn the company's products, processes, customers, and job requirements.

• Takes pride in keeping the office organized and the company's financial and job records

accurate.

Work Environment

This is an in-office position in a specialty coatings contracting environment. The position

requires regular interaction with customers, vendors, field personnel, project managers, and

company management.

The successful candidate must be comfortable working in a busy office environment where priorities

may change throughout the day and where accuracy, follow-through, professionalism, and time

management are essential.