Administrative & Financial Specialist

Overview

The Administrative & Financial Specialist supports Avery Construction’s Finance & Administrative team by managing the company’s day-to-day financial operations and key administrative functions. This role is responsible for accounts payable, vendor compliance, financial transactions, purchasing, and inventory management, ensuring accurate recordkeeping and timely reporting. Core duties include processing invoices, reconciling expenses, facilitating transfers, wires, and draw requests, and preparing financial reports for leadership.

The Specialist also manages vendor onboarding, corporate documentation, warranty administration, and office organization. By combining strong financial skills with effective communication, this role ensures seamless workflows that support both project execution and the company’s continued growth.

• Timely Invoice Processing and Payment Tracking — Process 95% of vendor invoices within three business days of receipt, with 100% accuracy in payment tracking and record-keeping.
• Financial Recordkeeping — Maintain complete, up-to-date financial records for all projects, and conduct monthly audits to ensure a 0% discrepancy rate.
• Effective Communication and Scheduling Support — Respond to inquiries within 48 hours, coordinate inspections, material deliveries, and vendor interactions, maintaining a 90% on-time rate for scheduled tasks.
• Compliance — Ensure insurance, warranty, project-related documents, permits, W-9, and corporate LLC docs are current and filed, maintaining 100% compliance with project standards and regulatory requirements.
• Vendor and Team Communication — Achieve a 90% satisfaction rate in feedback from vendors and internal teams on communication efficiency.

Financial Administration / Accounts Payables

• Process and pay invoices approved by the Project Manager or Alan Avery.
• Track and record expenses via credit card, Venmo, and other methods; input accurately into Quick Books by the 7th of each month for month-end reconciliations.
• Enter budget data into project tracking software (Adaptive) for financial planning and monitoring.
• Track job costs by recording “Actuals” for each project.
• Conduct weekly reviews of financial transactions to confirm accuracy; provide bi-weekly cash balance reports.
• Plan ahead to anticipate future operations needs and ensure smooth workflow; keep financial software and project management tools current with changes to budgets and actuals.
• Initiate wires, transfers and draw requests as directed.
• Support month-end and year-end administrative tasks (e.g., issuing 1099s, reconciliations, tax returns).
• Escalate potential issues that may impact vendor payment timelines, deliverables, or reporting.
• Track W-9 and insurance compliance for all trade partners and vendors.
• Oversee corporate documentation for property-specific LLC setups.
• Onboard and offboard vendors, including collecting and maintaining vendor documentation.
• Attend regular meetings with the COO & Project Manager to stay aligned on project progress.
• Assist the Project Manager with various tasks to support project success.
• Administer and purchase home warranties for sold properties.
• Maintain records of interior design selections for in-house and customer reference in partnership with the Project Manager.
• Manage purchasing activities, including sourcing and ordering materials; manage returns and inventory control; handle material pickups and errands as needed.
• Office management including organizing and maintaining the office space.
• Coordinate with utility companies to track orders and terminate utilities as needed.
• Conduct job site visits 2x monthly as needed to support success in job function.

Problem Solving and Decision Making

• Evaluate and resolve issues and complaints to keep projects on track; offer solutions considering time, scope, and cost implications of changes or delays.
• Display strong problem-solving skills in handling sensitive or urgent matters; prioritize tasks and optimize processes for efficiency.
• Consult with the Project Manager before decisions that affect timelines or budgets; communicate transparently and uphold…