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Operations, Accounting & Administrative Coordinator
Job
Design Build Firm
Remote
$80,000 Salary, Full-Time
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Job Description
Operations, Accounting & Administrative Coordinator This Design Build form is a growing residential design-build firm in St. Petersburg, FL, specializing in custom homes, renovations, and coastal construction. We're looking for a highly organized, proactive Operations, Accounting & Administrative Coordinator to be the operational backbone of our team — the person who keeps our projects, finances, vendors, and people organized and moving. This is a full-time, in-office role that combines bookkeeping and billing, project administration, vendor compliance, office management, and HR administration. It's ideal for someone who likes wearing multiple hats, takes pride in accuracy and follow-through, and can keep several priorities organized at once. What you'll do Accounting & Bookkeeping Manage day-to-day bookkeeping: accounts payable, vendor invoice entry, and billing Process and code job-related costs and reconcile accounts Support project billing and draw schedules in coordination with project managers Assist with month-end close and financial record-keeping Coordinate payroll verification and submission (payroll is processed through our outsourced provider) Project & Vendor Administration Maintain vendor and subcontractor compliance (insurance certificates, W-9s, lien documentation) Support procurement and purchase order tracking Serve as a central coordination point between project managers, superintendents, vendors, and the office Office Administration Keep daily office operations running smoothly Coordinate calendars, meetings, and administrative tasks for the team and leadership Answer and direct incoming inquiries from vendors, subcontractors, and clients Maintain company records and shared-drive organization Order and manage office supplies; support insurance renewals and compliance administration HR Administration Own the employee onboarding process end to end: new-hire paperwork (offer letters, I-9, W-4, direct deposit), benefits enrollment, software access, and workspace readiness Coordinate offboarding logistics and maintain personnel files Track employee certifications, licenses, and training records Serve as the first point of contact for routine administrative employee questions What we're looking for Required 3+ years of experience in bookkeeping, accounting support, construction administration, office management, or a similar role Strong proficiency in Microsoft Excel, Outlook, and Office Excellent organizational, time-management, and communication skills High attention to detail and accuracy Ability to manage multiple priorities and deadlines independently Preferred Construction industry experience Buildertrend experience Sage Intacct experience Accounts payable, billing, and bookkeeping experience Vendor compliance and HR administration experience