AP​/AR Coordinator

AP/AR Coordinator

The AP/AR Coordinator is a highly organized, proactive professional responsible for supporting the company's financial and operational activities in a fast-paced construction environment. This in office full-time role combines project accounting with administrative coordination and is responsible for managing accounts payable and accounts receivable, supporting project billing cycles, and assisting with contract administration and project document management. The ideal candidate is detail-oriented, thrives in a collaborative environment, and possesses strong communication, organizational, and multitasking skills.

Key Responsibilities:

• Accounts Payable
• Retrieve and route invoices for approval and payment upon receipt or notification of payment readiness.
• Prepare, distribute, and track release forms, including scanning and emailing checks and Requests for Release of Lien (ROL) to subcontractors and suppliers.
• Follow up with subcontractors regarding outstanding payment documentation and unanswered payment-related correspondence.
• Respond promptly to subcontractor inquiries regarding payment status.
• Verify invoices against remaining contract balances within Foundation software.
• Match material and trucking invoices with field-submitted delivery tickets to ensure accuracy.
• Code and accurately enter approved invoices into Foundation.
• Identify, log, and track invoices that cannot be processed ("Blackhole" invoices), updating their status in the Slack channel for visibility and follow-up.
• Accounts Receivable
• Prepare, maintain, and distribute monthly Accounts Receivable (A/R) reports to leadership.
• Update and monitor the A/R Slack channel, ensuring checklist completion and timely follow-up.
• Communicate with clients regarding invoice status and payment timelines.
• Prepare and provide required lien releases and supporting documentation upon receipt of payment.
• Coordinate the pickup of client payments, including checks, as needed.
• Review and approve project pay applications submitted by Project Managers for accuracy and completeness.
• Ensure all project billings are completed accurately and submitted on schedule.
• Prepare, compile, and submit project pay applications for municipal and other applicable projects using required spreadsheet formats.
• Project Management & Administrative Support
• Participate in weekly staff and superintendent Three-Week Look-Ahead meetings to support project planning and coordination.
• Prepare, file, and manage Notices to Owner (NTOs), liens, and related project documentation.
• Issue insurance certificates and monitor subcontractor insurance compliance.
• Set up new projects in Foundation and internal project tracking dashboards.
• Create and maintain Schedule of Values (SOV) in Foundation and client billing systems.
• Process and enter client billings in both internal and external systems.
• Add and maintain project phases in Foundation and internal dashboards.
• Process, track, and maintain project change orders in Foundation and Excel tracking logs.
• Prepare, distribute, and track subcontract agreements and change orders.
• Maintain vendor records and process new vendor setup packets.

Requirements

• Minimum of 2 years of experience in construction administration, accounting, project coordination, or a related field.
• Proficiency in Foundation software or a comparable construction ERP system.
• Strong knowledge of accounts payable, accounts receivable, and project billing processes.
• Advanced proficiency in Microsoft Excel and experience using project tracking tools.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, as well as electronic file management and document-sharing platforms.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work independently while effectively supporting multiple departments and team members.
• High attention to detail with a commitment to accuracy and confidentiality.

Physical Requirements

• Sitting/Standing:
  Prolonged periods of sitting at a desk and working on a computer; occasional standing and walking within the office or jobsite.
• Manual Dexterity:
  Frequent use of hands for typing, writing, and handling paper documents or office equipment.
• Visual Requirements:
  Ability to read and interpret detailed documents (e.g., construction drawings, specifications, spreadsheets) on paper and screen.
• Hearing/Speaking:
  Clear communication via phone, video conferencing, and in-person meetings.
• Lifting/Carrying:
  Occasionally lift or carry items such as rolled plans, file boxes, or bidding documents weighing up to 25 pounds.
• Mobility:
  Occasional travel to project sites or delivery locations may be required; ability to enter active job sites safely (PPE provided).

Minimum Requirements

• High school diploma or equivalent required; additional education in accounting, business administration, or a related field is a plus.
• Excellent verbal, written, and interpersonal…