Office/Accounting Coordinator

Job Description

Job Description

Primary role

Support the financial and administrative operations of Stellar Contracting by processing daily transactions, maintaining organized records, coordinating paperwork, and ensuring timely follow-up on accounting and office tasks.

Core responsibilities

Accounts payable support

• Receive vendor invoices and confirm proper documentation
• Enter invoices into accounting system
• Verify coding, approvals, and backup before routing for review
• Collect and track W-9s, certificates of insurance, subcontract documents, and compliance forms
• Track expiration dates for key vendor documents
• Prepare weekly payment selections for controller review

Accounts receivable support

• Prepare draft invoices, pay applications, and supporting documents for review
• Track submitted invoices, payment status, retainage, and collections
• Maintain AR aging reports for follow-up
• Assist with waiver collection and customer billing documentation

Vendor management

• Maintain credit applications and business account setup paperwork
• Collect and track W-9s, certificates of insurance, subcontract documents, and compliance forms
• Track expiration dates for key vendor documents

Office coordination

• Provide administrative support to Owners and other team members
• Answer calls, manage incoming mail, and organize digital and physical filing systems
• Draft basic correspondence and route items to proper team members
• Assist with scheduling, document preparation, and meeting support
• Maintain office supplies, forms, templates, and administrative records
• Jobsite fulfillment, i.e. OSHA posters, Stellar signage, first aid kits, miscellaneous supplies as needed
• Monitor and coordinate resupply of kitchen and restroom supplies
• Help standardize onboarding, filing, and document naming systems
• Organize and plan company events
• Point of contact for office equipment, outgoing mail including Fedex shipping
• Coordinate IT needs, i.e. maintain technology inventory, VOIP and Internet service, and passwords
• Manage and maintain Stellar apparel, i.e. shirts for employees and any other Stellar “swag”.
• Manage Verizon account, i.e. obtaining new service including phones, ipads, and accessories as needed

Reporting and coordination support

• Prepare preliminary spreadsheets and reports for controller review
• Maintain logs for AP, AR, credit applications, onboarding status, equipment records, and compliance tracking
• Follow up with PMs, superintendents, vendors, and clients for missing paperwork
• Help ensure accounting and administrative deadlines are visible and supported

Office/Accounting Coordinator should own final responsibility for

• Accurate data entry
• File organization
• Timely collection of required documents
• Tracking logs and status reports
• Administrative follow-up
• Draft preparation of routine accounting support items

We are a small but growing commercial general contractor specializing in the general office, medical office and retail construction market sectors. The company is established and has demonstrated the ability to endure fluctuating market conditions due to the ability to adapt. We currently hold unlimited general contractor's licenses in Alabama, Arkansas, Georgia, Florida, Louisiana, North Carolina, South Carolina and Tennessee.

Company Description

We are a small but growing commercial general contractor specializing in the general office, medical office and retail construction market sectors. The company is established and has demonstrated the ability to endure fluctuating market conditions due to the ability to adapt. We currently hold unlimited general contractor's licenses in Alabama, Arkansas, Georgia, Florida, Louisiana, North Carolina, South Carolina and Tennessee.