Accounting & Operations Coordinator - Administration

Benefits

• 401(k)
• 401(k) matching
• Company parties
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

We are seeking a detail-oriented and highly organized Accounting & Operations Coordinator to support our Commercial Landscape Maintenance Division. This role is responsible for managing Accounts Receivable (AR), Accounts Payable (AP), and serving as a critical link between field operations and accounting.

The primary objective of this position is to ensure timely, accurate financial processing and operational documentation so the accounting and operations teams can close each month on schedule and with confidence.

This role requires strong communication skills, accountability, and the ability to thrive in a fast-paced, growth-oriented environment.

• Generate and distribute monthly customer invoices
• Ensure billing aligns with contracts, approved change orders, and completed services
• Track and follow up on outstanding receivables
• Communicate with customers regarding billing questions or discrepancies
• Coordinate with Operations to confirm service completion and billing accuracy
• Assist in collection efforts when necessary
• Maintain accurate AR aging reports

• Process vendor invoices accurately and timely
• Match invoices to purchase orders and approved expenses
• Coordinate with Operations for invoice approvals and coding
• Ensure proper job and cost coding
• Prepare payment runs according to company schedule
• Maintain organized vendor records and W-9 documentation

• Serve as the primary liaison between the Maintenance Operations team and Accounting
• Work within Aspire to ensure operational workflows that impact billing and payables are completed accurately and on time
• Monitor open work tickets and ensure services are closed promptly to support monthly invoicing
• Confirm recurring contract billing aligns with completed services and contract terms
• Track and follow up on missing or incomplete field documentation that could delay billing
• Ensure purchase orders are properly created, approved, and coded within Aspire prior to vendor invoice processing
• Coordinate with Branch and Account Managers to correct coding errors before month-end
• Monitor unapproved POs or invoices that may delay vendor payments or cost recognition
• Facilitate timely vendor setup in Aspire by ensuring required documentation (W-9, insurance, etc.) is received and entered before invoices are submitted
• Partner with Branch Managers and Account Managers to reinforce role accountability related to system processes, including:
  • Closing work tickets
  • Approving purchase orders
  • Submitting and documenting change orders
  • Maintaining accurate job cost coding
• Communicate month-end deadlines and proactively follow up on outstanding operational tasks that impact financial reporting
• Support month-end close by ensuring:
  • All billable work is closed
  • Costs are entered or properly accrued
  • Documentation is complete
  • Revenue and expenses are aligned

• Assist accounting with revenue reconciliation
• Review contract billing vs. actual services completed
• Identify unbilled work and outstanding payables
• Support accrual preparation and variance explanations
• Ensure division reporting deadlines are met

• Provide basic receptionist and front office support, including answering and directing phone calls, greeting visitors, handling incoming/outgoing mail, and assisting with general administrative tasks as needed

• 2+ years of experience in AR/AP or accounting support preferred
• Experience in construction, landscaping, or service-based industries preferred
• Strong understanding of job costing and contract billing is a plus
• Proficient in accounting software and Microsoft Excel
• High attention to detail and strong organizational skills
• Ability to manage deadlines and prioritize effectively
• Strong communication skills with both field and office personnel
• Self-starter with a proactive problem-solving mindset

• Accountability and follow-through
• Clear communication
• Process-oriented thinking
• Financial accuracy
• Ability to work…