Accounts Receivable & Contracts Administrator

ABOUT THE ROLE The Accounts Receivable & Contracts Administrator keeps the financial and administrative engine running smoothly across our portfolio companies. This person owns the full accounts receivable cycle, supports contract and vendor compliance, and serves as a key point of contact for vendors, subcontractors, and internal teams. If you thrive in a fast-paced environment, sweat the details, and take pride in organized, accurate work—this role is for you. KEY RESPONSIBILITIES Accounts Receivable • Verify and process vendor invoices and purchase orders in accordance with established AR procedures. • Reconcile vendor statements and resolve discrepancies in a timely manner. • Reconcile company credit card transactions against monthly statements. • Communicate with vendors on invoices, payment terms, and inquiries. • Prepare ad-hoc financial reports and compile supporting documentation as needed. Vendor & Contract Administration • Maintain vendor accounts, credentials, and compliance documentation. • Manage subcontractor onboarding, including certificates of insurance and executed agreements. • Process vendor credit applications and ensure ongoing compliance with company standards. Project & Purchasing Support • Issue and maintain purchase orders across projects. • Process pay applications, including AIA Percentage of Completion documentation. • Track project submittals and change orders in coordination with project teams. Permitting • Submit, track, and maintain permits through applicable online portals. • Ensure all permits remain current and aligned with project requirements. Customer & Communication Support • Monitor the company email inbox and answer incoming calls professionally. • Respond to customer and employee inquiries within the same business day. • Route calls to the appropriate department or location as needed. • Support AR collections by following up on outstanding customer balances. Administrative & Systems • Perform data entry, document preparation, filing, and general office support. • Become proficient in company software systems; adapt quickly to new tools. • Collaborate with teammates to improve workflows and operational efficiency. QUALIFICATIONS Required • High School Diploma or equivalent. • 2+ years of experience in accounts receivable, contract administration, or general accounting. • Strong attention to detail and ability to manage competing priorities. • Excellent written and verbal communication skills. • Proficiency in Microsoft Office Suite. Preferred • Working knowledge of GAAP and basic accounting principles. • Experience with QuickBooks or comparable accounting software. • Familiarity with ServiceTitan (strong plus). • Experience supporting construction or field-services operations. Schedule • 7:30 AM–4:30 PM or 8:00 AM–5:00 PM COMPENSATION & BENEFITS • Health, dental, and vision insurance • Paid time off and company holidays • Overtime opportunities as business requires • On-the-job training and ongoing support