Finance and Administrative Coordinator-Flatland Excavating

About Us: We are an excavation company operating throughout the Midwest, built on hard work, accountability, and doing things the right way. Our work is fast-paced and requires a high level of organization and consistency to keep projects and operations running smoothly. We value people who show up, stay organized, and deliver consistent results. Our team communicates directly, supports each other, and takes pride in doing quality work the right way, every time.

What to Expect

• Fast-paced, high-responsibility environment
• Clear expectations and accountability
• Direct communication across teams
• Opportunity to take ownership of critical business functions
• A role that directly impacts organization, cash flow, and operations

Position Summary: The Finance & Administrative Coordinator is responsible for managing and executing the company’s core administrative and financial functions, including Accounts Payable, Human Resources support, subcontractor compliance, and general office operations. This role is critical to keeping the business organized, compliant, and running efficiently. You will own processes, maintain accurate records, and ensure consistency across financial and administrative systems. This is not a passive role, you are expected to take initiative, solve problems, and ensure nothing slips through the cracks.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and on time
• Verify billing details and resolve discrepancies
• Maintain vendor relationships and communication
• Reconcile vendor statements
• Maintain accurate records in QuickBooks

Human Resources Support

• Coordinate onboarding and offboarding processes
• Maintain employee records and documentation
• Assist with payroll preparation and benefits tracking
• Ensure compliance with hiring and employment requirements
• Support safety and certification tracking

Administrative, Compliance & Contracts

• Maintain organized filing systems (digital and physical)
• Track subcontractor compliance (COIs, documentation, agreements)
• Prepare and manage subcontractor agreements
• Assist with reporting and financial tracking (Excel)
• Support internal processes and documentation standards
• Provide general administrative support to leadership

Operations & Financial Support

• Support billing and reporting processes alongside PM and Finance
• Help maintain visibility into job financials and documentation
• Ensure administrative alignment with company SOPs and processes

Qualifications

• 2 years in administrative, accounting, or office management roles
• Strong proficiency in QuickBooks (required)
• Strong proficiency in Google Sheets (required)
• Accounts Payable experience required
• HR, compliance, or onboarding experience preferred
• Experience with subcontractor documentation and COIs is a plus
• Construction or excavation industry experience is a plus

Performance Expectations

• Accurate and timely processing of all financial and administrative tasks
• Strong organization with zero missed or dropped responsibilities
• Clear communication with vendors, employees, and leadership
• Consistent follow-through and task completion
• Ability to identify and fix inefficiencies proactively
• Full ownership of responsibilities from start to finish

Compensation & Benefits

• Competitive pay based on experience
• After 90 days: Health & Dental Insurance PTO Aflac supplemental insurance
• After 1 year: 401(k) Role Impact This role directly impacts the organization, financial accuracy, and operational efficiency of the company.

Strong performance ensures vendors are paid correctly, employees are supported, compliance is maintained, and leadership has the information needed to run the business effectively. This position is a key part of keeping the company running smoothly behind the scenes and enabling success in the field.