Office Administrator-Accounting & Project Support

Job Description

Job Description

Position Overview

AG Solutions LLC is seeking an Office Administrator with an accounting background to support our Farmington Division and serve as a liaison between local operations and Corporate Accounting.

This is an accounting and project-focused role—not a traditional front-desk position. This position will work directly with Project Managers and field personnel to support projects from job setup and kickoff through billing, WIP updates, and closeout , with primary responsibility for local callout/T&M invoicing and project documentation.

Key Responsibilities

Project & Billing Support

• Manage Farmington callout and T&M invoicing, including reviewing supporting documentation and preparing customer invoices.
• Initiate new job setup, assign job numbers, and gather required project information.
• Work with Project Managers on job kickoff, project status, WIP updates, and job closeout.
• Gather and maintain contracts, change orders, POs, receipts, T&M sheets, and other project documentation.
• Track outstanding billing and project information and follow up with PMs and field personnel.
• Assist Corporate Accounting with project invoicing, job-costing questions, and documentation.

Accounting & Document Administration

• Manage local scanning and intake of project and accounting documents.
• Enter and organize receipts, expenses, and supporting documentation.
• Follow up on missing receipts or incomplete information.
• Maintain organized electronic project and accounting records.
• Ensure documentation includes appropriate job numbers and accounting information.

Division & Corporate Coordination

• Serve as a liaison between Farmington operations and Corporate Accounting.
• Communicate accounting deadlines, requirements, and procedures locally.
• Help enforce Corporate Accounting policies and follow up on outstanding items.
• Resolve routine issues locally and escalate items requiring additional review.
• Support Division Management with project and accounting-related administrative needs.

Qualifications

• Experience in accounting, bookkeeping, billing, project administration, or a similar role.
• Strong organization, attention to detail, and follow-through.
• Comfortable working with financial and project information.
• Strong communication skills and ability to work directly with managers and field personnel.
• Proficiency with Microsoft Excel, Outlook, and general business software.
• Construction, job costing, WIP, T&M invoicing, or QuickBooks experience preferred.

What We're Looking For

We're looking for someone who takes ownership , follows up when information is missing, asks questions when something doesn't look right, and keeps projects and accounting processes moving.

Construction or project-based accounting experience is strongly preferred.