Administrative Project/Financial Coordinator

Administrative Project & Finance Coordinator Job Summary The Administrative Project & Finance Coordinator is responsible for entering awarded projects into the company scheduling system, maintaining organized project documentation, performing data entry, and assisting with financial tracking through receipt and expense management. This position supports operations and finance by ensuring project information, files, and company credit card receipts are accurately entered, tracked, and assigned to the correct job numbers for budgeting and job costing purposes. The ideal candidate is highly organized, detail-oriented, dependable, and capable of handling multiple administrative tasks in a fast-paced environment. Key Responsibilities Enter awarded projects, contracts, and customer information into the company scheduling system accurately and timely. Perform daily data entry and maintain accurate project and customer records. Create, organize, update, and maintain digital and physical project files. Ensure all contracts, change orders, permits, insurance documents, and supporting paperwork are properly filed and accessible. Request and track Certificate of Insurance (COI) for subcontracts and vendors. Monitor and collect company credit card receipts. Assign receipts and expenses to the appropriate job numbers and cost codes for accurate job costing. Review purchases and report an suspicious, questionable or non-approved spending to management. Assist the finance department with maintaining accurate expense records and project cost documentation. File receivables, invoices, and supporting financial documentation in folders. Enter payroll information accurately and timely. Mail vendor payments, waivers, warranties and other closeout documentation. Process and pay toll invoices, traffic tickets and other vehicles expenses. Follow up with employees and managers regarding missing receipts or incomplete expense information. Assist with document preparation, scanning, filing, and administrative support tasks. Maintain confidentiality of company, financial, and customer information. Support operations, finance, and management teams with additional administrative tasks/coordination as needed. Experience Requirements High school diploma or equivalent required; associate degree preferred. Previous administrative, accounting support, bookkeeping, or data entry experience preferred. 2 + Years of office or admin experience preferred. Strong organizational and time management skills. High attention to detail and accuracy. Ability to multitask and prioritize responsibilities effectively. Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook. Experience with accounting software, scheduling systems, or project management platforms is a plus. Strong written and verbal communication skills. Ability to work independently and within a team environment. Professional discretion and ability to handle confidential information. Core Competencies Organization & File Management Data Entry Accuracy Job Cost Tracking Administrative and Payroll Support Financial Documentation Management Attention to Detail Time Management Communication Reliability & Accountability Confidentiality & Professionalism Work Environment Full-time position Office-based environment Standard business hours with occasional flexibility as needed Performance Expectations Accurate and timely project entry into scheduling systems Organized and up-to-date project files Accurate receipt tracking, coding and assignment to job numbers Timely payroll processing and administrative support Minimal data entry and documentation/filing errors Timely follow-up on missing receipts and required documentation Consistent attention to detail, accountability and organization Physical Requirements Ability to sit and work at a computer for extended periods of time. Ability to occasionally lift and move office files, boxes, or supplies up to 25 lbs. Ability to perform filing, scanning, and organizational tasks throughout the office. Ability to communicate effectively in person, over the phone, and through email. Desired Traits & Characteristics We are looking for someone who is: Highly organized and detail-oriented Dependable and trustworthy Self-motivated with strong follow-through Able to manage multiple priorities efficiently Professional in communication and appearance Comfortable handling confidential information Strong in accountability and time management Able to work effectively in a fast-paced environment Team-oriented while also capable of working independently Application Instructions Please submit your resume along with any relevant administrative, bookkeeping, payroll, scheduling, or project coordination experience. Candidates with construction or project-based administrative experience are encouraged to apply.

Location:

Caryville, TN (Home Office)

Position Type:

Full-Time Pay Range:

$17.00-$20.00 per hour, Based on experience

Schedule:

Monday-Friday 8:00 AM - 5:00 PM (Occasional overtime as needed)

Pay:

$17.00 - $20.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Referral program Retirement plan Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person