Account Coordinator

The Account Coordinator plays a critical role in managing orders, ensuring accurate
documentation, and coordinating with builders, crews, and manufacturers. This position
requires attention to detail, effective communication, and proficiency in order
management systems. The Account Coordinator will be responsible for processing
orders, verifying plot plans, managing product and crew POs, scheduling, and handling
billing and shortages.

Key Responsibilities:
Order Management:
Receive Orders:
oMonitor websites and PO inbox daily for new orders.
oEnter POs into QuickBooks (QB) and save copies on the server.
Estimate Entry:
oEnter estimates into QB and save relevant documentation.

Plot Plan Verification:
Review and verify quantities on plot plans against received POs.
Mark jobs as “Premeasure Complete” if plot plans are available; otherwise, leave
unmarked.
Save plot plans to the server for reference.
Order Coverage & EPO Management:
Determine if POs cover plot plan quantities:
oMark “Covered” or “Not Covered” in Bolt accordingly.
oIf not covered, send an EPO (Extra Purchase Order) request to the builder and
update orders upon receipt.
oSave EPOs to the server and adjust orders as needed.
Place orders with manufacturers based on plot plans:
oITS orders do not require emails but must be created for delivery processing.
oOnly ship quantities covered by the original PO until EPO is received.
Save product orders to the server.

Crew PO Creation:
Create crew POs with the same number as material POs and add square footage
(SF) from plot plans.
oIf no plot plan is available, create POs with a placeholder SF of 0 and update
once premeasurement is complete.
Save crew POs to the server.

Job Entry & Scheduling:
Enter job details, including builder and superintendent contact information, into
Bolt.
oRequest and update rough start dates as needed.
Upload all relevant documents (plot plans, builder POs, crew POs, material POs) to
Bolt.
Rescheduling:
oCheck builder schedules daily or every other day and adjust job dates
accordingly.
oCoordinate with the Deliveries team for jobs that move up within one week.
oCommunicate schedule changes and solutions to builders proactively.
Finals & Shortages Management:
Finals:
oCollaborate with the AP Superintendent to gather finals for project billing.
Shortages:
oInvestigate shortages with the AP Superintendent.

oRequest EPOs for shortages and coordinate timely delivery of additional
materials.
oAdjust crew POs as needed to reflect completed and pending work.

Billing & Reporting:
Bill jobs once scheduled for crews, ensuring compliance with builder requirements.
Bill EPOs simultaneously with jobs.
Run end-of-month reports in Bolt to cross-reference with QB, ensuring all jobs and
EPOs are billed within 30 days.

Key Competencies:
Initiative and Proactiveness
Problem-Solving
Communication and Collaboration
Attention to Detail
Time Management
Adaptability

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Shift:

• 8 hour shift

Work Location: In person

Salary : $16 - $18