Accounts Payable / Purchasing AIA Billing & Notary Coordinator

About Us

Founded in 1977, Triangle Contractors is a growing full-service mechanical contractor focused on delivering turnkey HVAC and mechanical services to a strong base of commercial, and residential customers. Triangle is located in Morganton, North Carolina and services a wide range of customers throughout Central and Western North Carolina.

We are searching for a skilled and dedicated Accounts Payable / Purchasing AIA Billing & Notary Coordinator to join our team!

Job Summary

The Accounts Payable / Purchasing AIA Billing & Notary Coordinator is responsible for managing accounts payable, purchase orders, construction billing, and notarial services. This position supports daily accounting and administrative operations while ensuring invoices, purchase orders, AIA billing documents, and project records are accurate, complete, and processed promptly.

Key Responsibilities

Accounts Payable

• Match invoices to purchase orders and receiving documentation
• Reconcile vendor statements and research and resolve discrepancies
• Prepare and process checks
• Maintain accurate vendor records and AP files
• Monitor invoice due dates and assist with timely payment processing
• Respond to vendor and subcontractor questions regarding invoices and payments
• Assist with month-end and year-end accounting procedures

Purchase Orders

• Prepare, issue, and maintain purchase orders for materials, equipment, and services
• Verify purchase orders against contracts, quotes, invoices, and project requirements
• Track purchase Orders from issuance through completion and payment
• Coordinate with project managers, vendors, subcontractors, and accounting staff regarding purchase orders
• Maintain accurate purchase order records and documentation
• Assist with resolving pricing, quantity, and billing discrepancies

AIA / Construction Billing

• Prepare and process monthly AIA payment applications
• Prepare and maintain AIA G702/G703 forms and supporting documentation
• Review contracts, change orders, invoices, retainage, and project billing requirements
• Coordinate billing information with project managers, owners, vendors, and subcontractors
• Track project billings, payments, retainage, and outstanding balances
• Review billing packages for accuracy and completeness prior to submission
• Collect and maintain lien waivers, invoices, approvals, and Other required billing documentation
• Follow up on missing Or incomplete project documentation
• Maintain organized project billing files and assist with monthly billing closeout

Notary Services

• Perform notarial acts in accordance with applicable state laws and regulations
• Verify identification and properly execute notarized documents
• Maintain required notary records and journals
• Notarize contracts, affidavits, lien-related documents, and other business documents as needed
• Ensure notarial certificates are completed accurately and appropriately.
• Maintain confidentiality when handling sensitive legal, financial, and business documents.

Qualifications

• High school diploma or equivalent (required)
• Accounting, business, or finance education (preferred)
• 2 years of experience in accounts payable, purchasing, construction accounting, or related administrative work
• Experience with AIA billing and G702/G703 strongly preferred
• Experience processing purchase orders and vendor invoices
• Active Notary Public commission (required)
• Proficiency with Microsoft Office, particularly Excel
• Experience with accounting, ERP, or construction management software preferred
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Ability to manage multiple priorities and meet deadlines
• Strong written and verbal communication skills
• Ability to maintain confidential financial and legal information

Preferred Experience

• Accounts payable and invoice processing
• Purchase orders and procurement
• AIA G702/G703 payment applications
• Construction contracts and change orders
• Retainage and project billing
• Vendor and subcontractor management
• Lien waivers and compliance documentation
• Account reconciliations
• Microsoft Excel and accounting/ERP software
• Notary services and document execution

Ideal Candidate

The ideal candidate is highly organized, detail-oriented, and dependable, with strong experience in construction accounting and administrative support. This individual should be comfortable managing AP transactions and purchase orders, preparing AIA billing packages, communicating with vendors and subcontractors, and performing notarial services while maintaining accuracy and confidentiality.

Compensation: Competitive compensation commensurate with experience level.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Paid time off
• Vision insurance
• Company paid basic life and long-term disability insurance