Accounts Payable/Administrative Coordinator

As the Accounts Payable/Administrative Coordinator, no two days are exactly the same, that’s part of what makes this role so rewarding. You might begin your morning processing invoices, spend part of your day answering phones, greeting visitors, or preparing homeowner correspondence, and then return to accounts payable tasks. You’ll work in our comfortable, climate-controlled office during standard business hours, in a busy and collaborative environment where teamwork drives results. The role involves occasional light activity, such as lifting up to 15 pounds or moving around the office as needed. It’s a dynamic workplace where variety and interaction make each day both productive and engaging.

Accounts Payable (Your Primary Focus - 60%)

• Process high-volume invoices quickly and accurately
• Manage trade partner relationships - W-9s, insurance, lien waivers
• Handle fast-pay invoices and tight payment deadlines
• Prepare loan draws and maintain Positive Pay register
• Process 1099s and manage rental property accounting
• Research and resolve vendor inquiries

Administrative Support (Keeping Things Moving - 40%)

• Be the friendly voice answering all incoming calls
• Greet and assist office visitors professionally
• Process all incoming/outgoing mail and packages
• Send homeowner letters within 48-hour deadlines
• Order office supplies and maintain equipment
• Handle utility transfers, travel arrangements, and email coordination
• Keep reception and common areas looking sharp

The Balancing Act

• Read the room and prioritize on the fly
• Switch between AP and admin duties smoothly throughout the day
• Back up team members across different office functions
• Stay organized when juggling competing priorities

Required:

• Experience in accounts payable AND/OR administrative roles (or quick learner willing to master both)
• Exceptional organizational skills - you can juggle without dropping balls
• Sharp attention to detail for both numbers and communication
• Professional phone manner and warm customer service skills
• Ability to shift gears quickly as priorities change
• Comfortable with accounting software and Microsoft Office
• Thrives in variety

Preferred:

• Construction or homebuilding industry experience
• Knowledge of lien waivers, construction draws, and trade partner management
• Front desk or reception experience

Your Work Style:

• Variety energizes you - you love using different skills throughout the day
• You can read the room and adjust priorities naturally
• You're equally comfortable with spreadsheets and greeting visitors