Accounting & Construction Project Coordinator

Talent Hackers; Tampa (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Talent Hackers in Tampa, FL is seeking a detail-oriented administrative and accounting coordinator to assist the Owners in managing all financial and project-related tasks across multiple entities. You will handle data entry, accounts payable, vendor payments, and monthly close, ensuring accuracy and timely reporting.

Responsibilities include supporting entity formation and compliance, coordinating construction draws, maintaining digital project files in Google Drive, and ensuring documentation

Qualifications

• Experience with QuickBooks Online and Google Suite.
• Strong data entry and record-keeping skills.
• Ability to coordinate with owners and external vendors.

Responsibilities

• Perform data entry for multiple entities and maintain updated financial records.
• Manage accounts payable and payments to vendors and subcontractors.
• Close the books monthly and provide timely financial reporting to Owner.
• Prepare and coordinate construction draws with documentation and backup.
• Maintain project-level cost tracking and organized electronic project files.
• Assist with entity formation, compliance calendars, and corporate filings.

Job description

Job Description

Responsible for assisting the Owners of Builders in managing all administrative, accounting, construction, and project management tasks for projects and multiple entities within the corporation. Assists in all activities related to administration, accounting, procurement, project financial set-up and updates, construction draws, permitting, entity compliance, and project tracking. Maintain constant focus on exceeding needs and expectations by supporting the Owners in all aspects of assigned projects and company operations.

Essential Functions

A. Accounting & Financial Responsibilities

• Perform data entry for all transactions for multiple entities within the corporation.
• Gather all receipts, invoices, bills, and supporting documentation and file accordingly for record keeping.
• Issue payments to vendors and subcontractors as requested and ensure payments are properly documented.
• Manage accounts payable, including coordinating and processing payments to subcontractors, vendors, and suppliers.
• Perform all bookkeeping duties for each entity within the corporation and ensure information is as up to date as possible for timely reporting of financial information to the Owner.
• Close the books for each entity on a monthly basis, including ensuring all transactions, bills, payments, and supporting documentation are properly recorded and reconciled.
• Assist with monthly financial reporting and provide the Owner with accurate and timely financial information.
• Prepare and coordinate construction draws, including gathering invoices, receipts, lien waivers, contractor/subcontractor documentation, and other required backup; track draw submissions and payments through completion.
• Maintain accurate project-level cost tracking and financial records.

B. Entity & Corporate Administration

• Assist with the formation of new LLCs and other business entities, including coordinating required formation documents and registrations.
• Maintain ongoing entity compliance and corporate filings, including tracking annual reports, registrations, renewals, and other required filings and deadlines.
• Maintain organized records for all company entities, including formation documents, operating agreements, tax documents, licenses, and other key corporate records.
• Maintain a centralized compliance calendar and proactively notify the Owner of upcoming filing and renewal deadlines.

C. Construction & Project Administration

• Under the direction of the Owner, coordinate and monitor numerous construction projects and anticipate upcoming needs.
• Track and regularly update the progress of active construction projects, including project milestones, schedules, outstanding items, costs, permitting, and other key project information.
• Provide ongoing support for all phases of each active project. This includes permitting, documentation submissions, proposal requests from vendors and subcontractors, initiating miscellaneous payments, utility set-up for projects, and cost tracking.
• Oversee and track the progress of construction permits, including monitoring submissions, responding to outstanding requirements, coordinating with municipalities and applicable parties, and keeping the Owner informed of status and delays.
• Create and maintain electronic project files.
• Organize and maintain key company and project documents in Google Drive, ensuring files are properly named, organized, current, and easily accessible.
• Assist Owner with scheduling delivery dates for materials.
• Resolve quality control issues as they arise.
• Ensure delivery schedules are met, and areas of concern are brought up to the Owner as necessary.
• Assist Owner with task management and follow-up.
• Confirm all required paperwork from subcontractors and suppliers is completed at designated times before and during projects.
• Establish relationships and communication tools as needed.
• Communicate with suppliers and subcontractors to be certain they understand performance standards related to predetermined schedules or plans and specifications. If performance problems occur, coordinate with Owner regarding the appropriate actions to take with the subcontractor.
• Attend all periodic planning and progress meetings virtually with Owner.
• Prioritize responsibilities and proactively identify upcoming deadlines, project needs, and potential issues.

D. Technology & General Responsibilities

• Demonstrates proficiency using a personal computer (PC) and company communication tools, such as email, internet, QuickBooks Online, and Google Suite, to implement and maintain company processes and procedures for ultimate efficiency.
• Maintain accurate and organized digital records across accounting, project management, entity, and compliance functions.
• Be proactive in supporting the Owner and identifying tasks that need to be completed without requiring constant direction.