We are seeking a dependable, detail-oriented Front Desk & Administrative Coordinator to support daily office operations and assist with accounting and project administration functions. This role serves as the first point of contact for the office while also playing a key role in accounts payable, billing support, and general administrative processes. The ideal candidate is organized, proactive, and comfortable balancing customer-facing duties with financial and clerical responsibilities.

Front Desk & Office Administration

·        Answer incoming calls and route them appropriately

·        Greet customers, vendors, and team members in a professional manner

·        Manage incoming and outgoing mail

·        Maintain and order office supplies

·        Perform electronic filing and document organization

·        Complete general clerical and administrative tasks

·        Assist with light data entry as needed

Project & Administrative Support

·        Book projects and enter job change orders into our accounting system

·        submit required compliance documentation through online portals

·        Assist with bi-weekly review of employee timesheets for accuracy

Banking & Cash Handling

·        Deposit checks using a remote scanner

·        Monitor bank accounts daily and approve flagged/exception items

·        Upload Positive Pay files to our bank

Accounts Payable & Financial Processing

·        Monitor AP email inbox and route or respond to inquiries

·        Enter and process vendor invoices

·        Process weekly check runs

·        Print one-off/manual checks as needed

·        Review vendor statements and resolve discrepancies

·        Complete credit applications and new vendor setup forms

Accounts Receivable & Collections Support

·        Inquire about outstanding invoices and assist with collections efforts