Construction Project Accountant and Coordinator PartTime Mornings

Job Description

Job Description

Grow Up Green walls | Escondido, CA, on site | Part-time, weekday mornings, about 22 hours a week

About Grow Up

Grow Up Green walls is a premium biophilic design partner. We design, fabricate, install, and maintain custom living walls, preserved moss walls, and faux green walls for commercial and residential spaces across the US and Canada. Since 2017 we've delivered more than 1,200 green walls for clients including Google, Coca-Cola, Ralph Lauren, Hyundai, T-Mobile, and Cornell University, and our craft earned Platinum, Gold, and Silver honors at the 2024 International Plantscape Awards.

We're a small, cross-trained team. Most of our commercial work runs through the construction chain: an architect specifies us, a general contractor hires us, and we deliver as a subcontractor. That chain generates a lot of paperwork, and doing it well is what keeps projects profitable and cash flowing.

You own the record and the money on every job, from "the customer said yes" to "the job is closed and it made what we said it would." That means contracts, billing, collections, commissions, and close-out on one side; purchasing, inventory, job costing, and crew timekeeping on the other. You also keep our CRM (Hub Spot) and our accounting system (Quick Books Online) clean and complete, because everything we report and forecast depends on them.

You'll work alongside a set of AI assistants we've built for exactly this work. One reviews inbound contracts and tells you what to push back on. One raises invoices and books commissions when a deal closes. One builds pay applications. One turns supplier invoices into purchase orders. One flags every won deal that hasn't been billed. Your job is to feed them, check them, chase the outside world, and fix what they flag.

You don't need to be technical, but you do need to be comfortable working with tools that do part of the job for you.

You report to the CEO and work every day with our operations lead, who owns the physical side of every job: what we buy, what goes where, who installs it. You own the paper trail behind those decisions.

The schedule is fixed, and that's the point. Weekday mornings, 8:30am to 1:00pm, on site in Escondido. No afternoons, evenings, or weekends. The stock, the deliveries, the crew, and the operations lead are all here in the morning, and the work runs on a monthly cycle you can see coming. If you've done construction accounting or project administration full-time and want a serious role that fits inside a half day, this is it.

• Log every inbound subcontract, run it through our contract review, and turn the review into a clear change request to the general contractor. Track each round to signature.
• Make sure nothing mobilizes and no materials are ordered without an executed contract, a purchase order, or a paid deposit.
• Handle certificates of insurance, GC vendor onboarding and portal setup (Textura, Procore, and similar), preliminary notices, change orders, and prevailing-wage or certified-payroll requirements where they apply.

• Set up each job's billing schedule at signature: deposits, milestones, progress billing, retainage, GC cut-off dates.
• Prepare and submit AIA G702/G703 pay applications and lien releases every month, before the cut-off, and follow them through to certification and payment.
• Raise and send invoices, record payments, track retainage, and run weekly collections. Keep every open invoice carrying a realistic expected-payment date.
• Work the weekly exception list: won deals not yet billed, invoices that don't tie to a deal, change orders not yet on an invoice.

• Run supplier invoices through our purchasing assistant, answer its questions, check deliveries in against the PO, and confirm receipts so bills post correctly. Prepare the weekly bill-payment run for approval.
• Relieve inventory to each job in the month it's used, run cycle counts and period-end counts with the operations lead, reconcile them to the books, and book shrinkage.
• Report product utilization: what each job used against what it was designed to use, what came back, and what's aging on the shelf.
• Review every open job's profit and loss against its budget each month with the operations lead, and supply the inputs our month-end cost accrual depends on.
• From late 2026, collect crew timesheets, code hours to jobs, and produce the monthly labor allocation into job costs.