Accounting and Administrative Coordinator

Job Overview

We are seeking an Accounting & Administrative Coordinator to become a dependable part of our Harbor Springs office. This is a hands-on, primarily back-office position for someone who takes satisfaction in accurate records, completed reconciliations, organized files, dependable deadlines, and getting the details right.

The position reports directly to the Director of Business Operations and Project Controls and works primarily alongside the Director. The Coordinator will handle much of the company's routine accounting and administrative processing, while management retains responsibility for financial decisions, customer and architect correspondence, project controls, cash management, and coordination with field leadership.

Responsibilities

• Prepare weekly payroll from employee time records; identify missing or unusual information; process approved corrections; and maintain payroll documentation.
• Receive, organize, code, and enter vendor and subcontractor invoices; reconcile vendor statements; identify missing invoices, duplicate charges, credits, and discrepancies; and prepare payments for approval.
• Prepare monthly bank and credit-card reconciliations and clearly identify unresolved transactions.
• Compile labor, material, subcontractor, and supporting records for customer billing and prepare draft invoices for review.
• Post customer payments, maintain accounts-receivable records, and flag overdue or unusual balances.
• Maintain accurate job-cost information by consistently assigning routine transactions to the appropriate projects and accounts.
• Assist with month-end accounting close by preparing reconciliations, schedules, supporting entries, and documentation.
• Maintain employee, payroll, vendor, W-9, insurance, benefit, and other administrative records.
• Track assigned recurring deadlines, renewals, certificates, and compliance documentation.
• Support employee onboarding, recruiting administration, benefits records, and other office processes.
• Maintain organized electronic and physical records that another trained person can readily locate and understand.
• Work in QuickBooks and the company's timekeeping, document, and reporting systems.
• Perform occasional local office errands such as mail, deposits, supplies, or document delivery.
• Identify missing information or unusual transactions and ask the appropriate question rather than making an unsupported assumption.

What We're Looking For

• Demonstrated competency in bookkeeping, accounting support, payroll, accounts payable, or closely related work.
• QuickBooks experience strongly preferred; ability to learn the company's accounting systems is required.
• Payroll experience is helpful but not required; we are willing to train a strong bookkeeping candidate.
• Construction accounting or job-costing experience is preferred but not required.
• Comfort with bank and credit-card reconciliations and basic general-ledger concepts.
• Working knowledge of Microsoft Excel and ordinary office software.
• Strong attention to detail, organization, confidentiality, and follow-through.
• Ability to manage recurring deadlines without constant supervision and to recognize when something does not look right.
• High school diploma or equivalent required; accounting or business coursework or degree preferred but not required.
• Reliable transportation and ability to complete occasional local business errands.

Pay: $24.00 - $29.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• Paid sick time
• Paid time off

Work Location: In person

Salary : $24 - $29