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