Construction Accounts Payable

Office Administrator / Accounts Payable Coordinator

Our client, a well-established and growing construction company, is seeking a highly organized and detail-oriented Office Administrator with Construction Industry Experience to oversee daily administrative operations and manage accounts payable functions. This position is ideal for a professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and understands the unique administrative and accounting processes within the construction industry.

The successful candidate will be a key member of the team, ensuring smooth office operations while supporting project managers, vendors, subcontractors, and company leadership.

• Process vendor invoices accurately and efficiently.
• Match invoices to purchase orders, contracts, and job cost coding.
• Verify approvals and ensure proper documentation before payment.
• Prepare and process weekly check runs and electronic payments.
• Reconcile vendor statements and resolve invoice discrepancies.
• Manage lien waivers, W-9 forms, and subcontractor documentation.
• Assist with month-end closing procedures and reporting.
• Maintain organized AP records and files.

• Oversee day-to-day office operations and administrative activities.
• Answer phones, greet visitors, and manage incoming correspondence.
• Coordinate office supplies, equipment, and vendor relationships.
• Maintain employee and project files.
• Assist with scheduling meetings and coordinating calendars.
• Support management with reports, data entry, and special projects.
• Help ensure compliance with company policies and procedures.

• Assist with subcontractor onboarding and document collection.
• Track certificates of insurance and contract documentation.
• Support project teams with administrative needs.
• Organize project-related paperwork and maintain accurate records.
• Assist with permit, contract, and project document management.
• Coordinate communication between field personnel, vendors, and office staff.

• 3+ years of office administration experience, preferably within the construction industry.
• Experience processing accounts payable in a construction environment.
• Understanding of job costing, purchase orders, subcontractor invoices, and lien waivers preferred.
• Strong proficiency in Microsoft Office Suite, including Excel.
• Experience with construction accounting or ERP software is a plus.
• Excellent organizational, communication, and multitasking skills.
• High attention to detail and accuracy.
• Ability to prioritize workload and meet deadlines in a fast-paced environment.