Accounts Payable Coordinator

Job Description

Job Description

The Administrative / AP Assistant keeps Morgan Contractors’ back office moving — entering and reconciling payables, following up on receivables, chasing receipts and renewals, and supporting the Office Manager so the field never waits on paperwork. This is a high-volume, deadline-driven coordinator role for someone organized, dependable, and comfortable on the phone. You own the routine; the Office Manager owns the judgment calls.

• Enter vendor invoices into Quick Books accurately and on time, and keep the AP inbox current.
• Match invoices to the job, PO, quote, or approved work, and flag discrepancies for review.
• Help keep Quick Books current and clean, and support coding consistency.
• Enter and categorize expenses; reconcile credit and fuel card receipts.

• Run the routine collections cadence — send 7- and 15-day reminders and make courteous follow-up calls.
• Log promised payment dates and elevate aging accounts to the Office Manager.
• Confirm customers received invoices and have the correct contact or payment portal.

• Prepare pay applications and lien waivers from templates for the Office Manager’s review and sign-off.
• Maintain organized billing and job documentation.

• Collect and match credit and fuel card receipts; chase down the missing ones.
• Track and file business license and vehicle registration renewals (30 / 60 / 90 days out).
• Maintain the renewal and compliance calendars.

• Log incoming checks (mail and drop box) and route them to the team for application.
• Provide general administrative support to the Office Manager and Shared Services team.

• 2+ years in accounts payable, bookkeeping, or office administration.
• Hands‑on Quick Books experience.
• Strong attention to detail and accuracy with numbers and data entry.
• Reliable and deadline‑driven — able to manage recurring deadlines without reminders.
• Professional and persistent on the phone; comfortable making collections calls.
• Trustworthy with sensitive financial information.

• Experience in construction, contracting, or a trades-based business.
• Familiarity with pay applications (e.g., AIA G702 / G703) and lien waivers.
• Accounts receivable or collections experience.
• Exposure to prevailing‑wage or multi‑state compliance environments.
• Experience with Buildertrend, TSheets, or similar field and expense tools.

Our specific Quick Books setup and chart of accounts, our Buildertrend and TSheets workflows, and the multi‑state and city licensing and registration processes. Don’t rule yourself out if these are new — we hire character first and teach the systems.

30 Days AP inbox current, receipts matched daily, and collections reminders going out on cadence.

60 Days Pay applications and lien waivers prepped reliably for review; renewal calendar built and current.

90 Days Routine collections, renewals, and receipt matching fully owned — freeing the Office Manager for higher‑value work.

Morgan Contractors hires character first and experience second. We are looking for dependable people who take pride in their work, protect the team, and want to grow with a company that has their back.

Morgan Contractors is a leading provider of construction and maintenance services, specializing in delivering high-quality solutions for infrastructure projects. We pride ourselves on our commitment to excellence, safety, and customer satisfaction.