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.

KEY RESPONSIBILITIES

Accounts Receivable

•      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.

Vendor & Contract Administration

•      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.

Project & Purchasing Support

•      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.

Permitting

•      Submit, track, and maintain permits through applicable online portals.

•      Ensure all permits remain current and aligned with project requirements.

Customer & Communication Support

•      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.

Administrative & Systems

•      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.

QUALIFICATIONS

Required

•      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.

Preferred

•      Working knowledge of GAAP and basic accounting principles.

•      Experience with QuickBooks or comparable accounting software.

•      Familiarity with ServiceTitan (strong plus).

•      Experience supporting construction or field-services operations.

Schedule

•    7:30 AM–4:30 PM or 8:00 AM–5:00 PM

COMPENSATION & BENEFITS

•      Health, dental, and vision insurance

•      Paid time off and company holidays

•      Overtime opportunities as business requires

•      On-the-job training and ongoing support