Accounts Receivable & Contracts Administrator

About The Role

The Accounts Receivable & Contracts Administrator keeps the financial and administrative engine running smoothly across our portfolio companies. This person owns the full accounts receivable cycle, supports contract and vendor compliance, and serves as a key point of contact for vendors, subcontractors, and internal teams. If you thrive in a fast-paced environment, sweat the details, and take pride in organized, accurate work—this role is for you.

• Verify and process vendor invoices and purchase orders in accordance with established AR procedures
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Reconcile company credit card transactions against monthly statements
• Communicate with vendors on invoices, payment terms, and inquiries
• Prepare ad-hoc financial reports and compile supporting documentation as needed

• Maintain vendor accounts, credentials, and compliance documentation
• Manage subcontractor onboarding, including certificates of insurance and executed agreements
• Process vendor credit applications and ensure ongoing compliance with company standards

• Issue and maintain purchase orders across projects
• Process pay applications, including AIA Percentage of Completion documentation
• Track project submittals and change orders in coordination with project teams

• Submit, track, and maintain permits through applicable online portals
• Ensure all permits remain current and aligned with project requirements

• Monitor the company email inbox and answer incoming calls professionally
• Respond to customer and employee inquiries within the same business day
• Route calls to the appropriate department or location as needed
• Support AR collections by following up on outstanding customer balances

• Perform data entry, document preparation, filing, and general office support
• Become proficient in company software systems; adapt quickly to new tools
• Collaborate with teammates to improve workflows and operational efficiency

• High School Diploma or equivalent
• 2+ years of experience in accounts receivable, contract administration, or general accounting
• Strong attention to detail and ability to manage competing priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite

• Working knowledge of GAAP and basic accounting principles
• Experience with Quick Books or comparable accounting software
• Familiarity with Service Titan (strong plus)
• Experience supporting construction or field-services operations

• 7:30 AM-4:30 PM or 8:00 AM-5:00 PM

• Health, dental, and vision insurance
• Paid time off and company holidays
• Overtime opportunities as business requires
• On-the-job training and ongoing support