AR / Contracts Administrator

DUTIES & RESPONSIBILITIES

Prepares the relevant contracts (Construction, Permit, Service, Time & Material) for potential customers based on proposals prepared by Project Managers. Obtains all necessary customer contact and general information to input into our standard contract templates, ensuring numbers and totals tally.

Issues all permit and construction job numbers. Creates/sets up/maintains all customer accounts in the QuickBooks accounting system and ensures customer details are kept accurate and current.

Performs day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable data.

Applies customerpaymentsinto the accounting system, verifying bank deposits.

Tracks past-due invoices, follows up, advises the relevant project manager on long outstanding amounts, and reminds all project managers of the many phases of their projects.

Maintains a calendar of customer payment schedules. Tracks contracts, monitoring what has been and what remains to be billed.

Liaises with customers, project managers, the permit department, and office personnel via phone, in person, or email on inquiries or discrepancies in invoices or accounts (past & present) in a timely manner.

Reconciles customer invoices and sales tax due against contract amounts, ensuring sales tax has been correctly and fully accounted for. Responsible for updating quarterly sales tax changes on applicable customers accounts in the QuickBooks system.

Maintains, updates, and processes multiple spreadsheets and reports for Accounts Receivable.

Maintains both physical and digital customer and project files.

Requests and reviews Certificates of Insurance for requirement fulfillment and communicates with the insurance broker.

Prepares and performs monthly billing for Permit accounts.

Reviews BID & Public Works documents, Agreements, and Subcontracts to identify items

that warrant discussion before proceeding.

Processes/files relevant documents on Public Works jobs/customers.

General office or clerical assistance when necessary.

REQUIREMENTS

1. Work experience as an accounts receivable administrator or clerk.

2. Ability to calculate, post, and manage accounting figures and financial records.

3. Proficient with QuickBooks or experience with other accounting software, MS Excel, and MS Word.

4. Strong oral and written communication and customer service skills.

5. Proficiency in English.

An AA in accounting or some accounting coursework and contract experience is helpful.

Desirable Skills and Experiences: (These are nice to have but not required)

Hard Skills & Experience

• Construction or contractor industry experienceis helpful.

• Familiarity with prevailing wage requirementsandlien releases is a plus.

• Knowledge of Public Works processes and compliance is helpful

• Experience reviewing and processing documentation related to public or government-funded jobs (e.g., certified payroll, contract terms, insurance certificates).

• Understanding of contract language and risk flags

• Experience identifying problematic contract clauses (e.g., indemnity, retainage, payment terms)

• Experience managing AR aging reports and collections

Soft Skills

• Strong attention to detail

• Problem-solving mindset

• Independence and initiative

• Cross-functional communication

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.