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Position Overview

We’re looking for someone who can help keep our office organized, our paperwork flowing, and our day-to-day operations moving forward.

This position is responsible for managing accounts payable documentation, including tracking invoices, receipts, and vendor records, while supporting the overall flow of office operations. The role ensures that financial and administrative information is accurate, organized, and ready for processing.

The position also serves as the front line of the office, handling incoming calls and greeting visitors, vendors, and employees in a professional and welcoming manner. In addition, this role supports time tracking processes and provides administrative support across accounting and HR functions as needed.

Absolutely—here’s your full, polished job posting with the tone you want: clear, professional, and descriptive (not overly sales-y), while still attracting the right candidate.

Primary Responsibilities

Manage and track incoming invoices, receipts, and vendor documentation to ensure accuracy and completeness
Perform accurate and timely data entry of accounts payable transactions
Maintain organized vendor files, including W-9s, insurance documents, and contact information
Monitor invoice status and follow up on missing information or discrepancies with vendors and internal staff
Support the accounts payable process by preparing documentation for payment processing and approvals
Assist in tracking and organizing weekly field paperwork, including receipts, delivery tickets, and supporting documentation
Help ensure time tracking information is submitted, complete, and ready for payroll processing
Provide administrative support to accounting and HR functions, including document organization and data entry
Serve as the first point of contact for the office, answering and directing incoming phone calls
Greet and assist visitors, vendors, and employees in a professional, friendly, and welcoming manner
Maintain a clean, organized, and professional front office environment
Manage incoming mail, deliveries, and general office coordination tasks
Identify opportunities to improve organization, tracking, and office processes
Adapt to shifting priorities and support additional responsibilities as needed

What Success Looks Like

Invoices, receipts, and vendor documentation are consistently organized, accurate, and easy to locate
Accounts payable information is entered on time with minimal errors
Missing paperwork is identified and followed up on proactively
Weekly field paperwork and time tracking are complete and ready for processing
The office runs smoothly, with calls handled promptly and visitors greeted professionally
Tasks are followed through to completion without details being overlooked
Over time, the role grows to support additional responsibilities such as payroll, time tracking, or HR-related tasks

Skills and Qualifications

Working knowledge of accounts payable processes and basic bookkeeping principles
Strong organizational skills with the ability to manage high volumes of paperwork and digital records
High attention to detail and accuracy in data entry and document tracking
Ability to prioritize tasks and manage time effectively
Proficiency in Microsoft Office, especially Excel; experience with accounting or payroll systems preferred
Strong communication skills and ability to interact professionally with vendors, field employees, and office staff
Ability to handle confidential financial and employee information with discretion
Self-motivated with a proactive approach to problem-solving and task ownership
Flexibility and willingness to support multiple areas of the business, including accounting, payroll, and HR support
Interest in learning and growing into expanded responsibilities over time

Minimum Requirements

High school diploma or equivalent required
1–3 years of experience in accounts payable, administrative support, or a related office role preferred
Experience working with invoices, receipts, or financial documentation strongly preferred
Basic understanding of bookkeeping or accounting processes preferred
Proficiency with Microsoft Excel and general computer systems
Strong organizational, communication, and multitasking abilities
Ability to work in an office environment with frequent interruptions and changing priorities

Apply

If you are organized, dependable, and interested in supporting how a business operates day-to-day, we encourage you to apply. Resumes can be sent to HR@Beckconstruct.com

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Apply for Office Coordinator at Beck Construction & Excavation, Inc