Accounting and Contracts Administrator

Overview
We are seeking a detail-oriented and highly organized administrative professional to manage accounts payable, collections, and maintenance contract administration. This role is critical to maintaining accurate financial records, strong vendor relationships, consistent cash flow, and recurring revenue management.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and in a timely manner
• Match purchase orders, invoices, and receipts
• Manage payment schedules and ensure bills are paid on time
• Communicate with vendors regarding invoices, discrepancies, and payment status
• Maintain organized financial records and documentation

Collections and Accounts Receivable

• Monitor outstanding invoices and aging reports
• Follow up with clients on past due balances via phone and email
• Send invoices, statements, and payment reminders
• Resolve billing issues and coordinate with sales and project teams
• Maintain accurate notes and communication history for each account
• Help improve collection processes and reduce days outstanding

Maintenance Contracts and Recurring Revenue

• Manage active service and maintenance agreements
• Track contract start dates, renewals, and expirations
• Ensure recurring invoices are generated and sent on schedule
• Coordinate with service team to confirm contract scope and delivery
• Follow up on renewals and identify upsell opportunities
• Maintain accurate contract records and pricing in systems
• Assist in building consistency and structure around recurring revenue processes

Administrative Support

• Assist with job costing and project expense tracking
• Support monthly close by preparing reports and reconciling accounts
• Assist leadership with administrative tasks, scheduling, and follow-ups
• Help maintain internal systems such as QuickBooks, spreadsheets, and CRM tools

Requirements

• 2+ years experience in accounts payable, accounts receivable, or admin role
• Strong attention to detail and accuracy
• Experience with QuickBooks or similar accounting software
• Organized, responsive, and able to prioritize tasks
• Confident communicator, especially when following up on payments
• Comfortable working in a fast-paced environment

Preferred

• Experience in construction, low voltage, or service-based business
• Understanding of job costing and project-based accounting
• Experience managing service agreements or recurring billing
• Excel proficiency

What Success Looks Like

• Zero late vendor payments
• Reduced accounts receivable aging
• Consistent and professional follow-up on all outstanding invoices
• 100 percent of maintenance contracts billed correctly and on time
• High renewal rate on service agreements
• Clean, organized books
• Leadership has clear visibility into expenses, receivables, and recurring revenue

Pay: $45,000.00 - $70,000.00 per year

Benefits:

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

Work Location: In person