Administrative & Accounting Coordinator Divi Electric Inc. Pine Brook, NJ Job Details Full-time $30 - $35 an hour 22 hours ago Benefits Health insurance 401(k) Paid time off 401(k) matching Paid sick time Qualifications Mail distribution QuickBooks Purchasing Construction administrative experience Mail processing Full Job Description This role supports the day-to-day financial, administrative, insurance, and project-documentation needs of the company. The person will maintain accurate records in QuickBooks Desktop, keep billing and reimbursements moving, coordinate company compliance items, and help organize project closeout and early-stage documentation. Core responsibilities Enter vendor invoices, code expenses to the correct job and cost category, and maintain supporting receipts/documentation. Prepare monthly customer/contractor billing by the 20th of each month, including using each customer's required billing portal or system. Reconcile American Express and other company credit cards; identify missing receipts and ensure charges are assigned to the proper job. Track employee and company expenses requiring reimbursement; organize backup documentation and submit items to Pat for payment as needed. Review incoming mail, route invoices/checks/documents properly, and follow up on items that have not reached the correct person. Finalize and monitor timesheets, while payroll processing itself remains outside the main scope of the role. Track PTO, vacation, sick time, and employee time-off balances. Assist with employee onboarding and offboarding, including new-hire paperwork, W-2/W-4-related recordkeeping, system access checklists, and personnel-file organization. Maintain monthly work-in-progress (WIP) reporting, assist with projected expenses for the upcoming month, and prepare monthly P&L reports for management review. Maintain health-insurance administration, including renewal deadlines, enrollment changes, employee communications, and required annual renewal activity. Manage certificates of insurance (COIs), policy renewals, vendor/customer COI requests, vehicle insurance cards, and current insurance records for each company. Order and track office supplies and routine administrative purchases. Monitor shared email inboxes and respond to or route routine billing, vendor, insurance, employee, and documentation requests. Assist project teams with early project administrative setup, submittal tracking, closeout-document collection, and organization of project records.

Accounts receivable follow-up:

tracking unpaid invoices, sending statements, and escalating overdue balances.

Accounts payable workflow:

maintaining vendor due dates, obtaining approvals before payment, and preparing a weekly bills-to-pay list.

Vendor compliance:

collecting W-9s, insurance certificates, payment terms, and vendor contact information.

Customer compliance:

tracking required lien waivers, certified payroll requests if applicable, tax-exempt certificates, and billing backup.

Job setup support:

confirming each new project has a job number, customer information, budget/cost-code structure, contract documents, and required billing schedule.

Document control:

maintaining organized digital folders for contracts, change orders, insurance, employee files, invoices, receipts, and closeout documents. Systems and experience Working knowledge of QuickBooks Desktop is preferred. Deep accounting expertise is not required, but the person must be comfortable learning invoice entry, expense allocation, check/payment entry, credit-card reconciliation, and basic reporting. Proficiency with Excel/Google Sheets, email, PDF handling, and online customer billing portals. Strong organization, follow-through, confidentiality, and ability to manage recurring deadlines. Construction, subcontractor, or project-based accounting experience is strongly preferred.

Pay:

$30.00 - $35.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Paid sick time Paid time off

Work Location:

In person