Construction Office & Project Coordinator

RJS Grading; Raleigh (NC); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical premiums paid for employee

PTO 80 hours per year

Six paid holidays

SIMPLE IRA with employer match

Job summary

RJS Grading, a Raleigh, North Carolina-based civil excavation and underground utility contractor, is hiring an Office & Project Coordinator to manage daily administration, billing, and field/vendor coordination. The role reports to Erin, the Financial Officer, and collaborates with field leadership to keep projects on track.

The position emphasizes accurate recordkeeping, timely follow-up, and proactive problem solving to prevent payroll or invoicing delays.

Qualifications

• Experience in construction office administration, project coordination, project accounting, bookkeeping, or a closely related role.
• Hands-on QuickBooks Desktop experience, including transaction entry and job coding; comfortable learning the Enterprise/ hosted setup.
• Working knowledge of AP, AR, billing, timekeeping, and payroll support; proficient spreadsheet and shared-file skills.

Responsibilities

• Handle routine calls, email, filing, office calendars, and follow-up. Maintain a current list of deadlines and open items.
• Maintain job folders, contracts, permits, insurance certificates, W-9s, lien waivers, change logs, and closeout records; flag missing paperwork early.
• Track bid invitations and deadlines, organize plans and addenda, request quotes, and coordinate submission of approved proposals.
• Enter bills, receipts, deposits, and job costs in QuickBooks Desktop Enterprise. Resolve coding questions with the field and outside accounting team.
• Prepare invoices and pay applications by contract deadlines. Track receivables, retainage, and unbilled work; follow up on collections and disputes.
• Prepare vendor-payment batches and payroll information, obtain verified field hours and owner approvals, and submit approved items through established systems, including ADP.
• Coordinate onboarding, confidential HR records, and project meetings, inspections, and delivery details with the responsible project lead.

Skills

Office administration

Project coordination

QuickBooks

Billing

Payroll support

Recordkeeping

Communication

Tools

QuickBooks Desktop

ADP

Excel

Job description

RJS Grading

Construction Office & Project Coordinator

RJS Grading | Raleigh, North Carolina

Keep the office organized and the project paperwork moving. RJS Grading is hiring an Office & Project Coordinator to handle daily administration, prepare accurate billing, and follow up with the field, customers, and vendors. You will give Erin dependable support and a clear view of what needs attention.

Company

RJS Grading is a Raleigh, North Carolina-based civil excavation and underground utility contractor. Our work includes grading, sitework, utilities, clearing, demolition, hauling, and related site services. We value people who own the outcome, communicate early and honestly, take pride in the work, protect our people, and grow together. You will work directly with ownership and help build dependable office and project routines in a small company where your work is visible.

Position type

Full-time, salaried position. Typical in-office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including a one-hour lunch break with no work duties. Reports to Erin, our Financial Officer, and works closely with Robert and field/project leadership.

This role is for you if

You like a mix of accurate recordkeeping, communication, and persistent follow-up. You can organize competing deadlines, ask for missing information, and raise a problem before it delays payroll, a bid, or a customer invoice.

Description of duties

• Handle routine calls, email, filing, office calendars, and follow-up. Keep one current list of deadlines and open items.
• Maintain job folders, contracts, permits, insurance certificates, W-9s, lien waivers, change logs, and closeout records. Flag missing paperwork early.
• Track bid invitations and deadlines, organize plans and addenda, request quotes, and coordinate submission of approved proposals.
• Enter bills, receipts, deposits, and job costs in QuickBooks Desktop Enterprise. Resolve coding questions with the field and outside accounting team.
• Prepare invoices and pay applications by contract deadlines. Track receivables, retainage, and unbilled work; follow up on collections and elevate disputes.
• Prepare vendor-payment batches and payroll information, obtain verified field hours and owner approvals, and submit approved items through established systems, including ADP.
• Coordinate onboarding, confidential HR records, and project meetings, inspections, and delivery details with the responsible project lead.

How the role fits

Erin sets priorities and retains cash planning, banking, financial oversight, and payment approvals. Technical bookkeeping, month-end work, and tax planning stay with the designated accounting professionals. Field leaders direct crews, and Robert retains final bid pricing. Your role connects the records, deadlines, and people who support that work.

What success looks like

Success means current job records, complete billing by each contract deadline, payroll ready by cutoff, and a weekly review of receivables, missing documents, and bid deadlines. Routine follow-up moves forward without Erin having to chase every item.

Skills and requirements

• Experience in construction office administration, project coordination, project accounting, bookkeeping, or a closely related role.
• Hands-on QuickBooks Desktop experience, including transaction entry and job coding; comfortable learning the Enterprise and hosted desktop setup used by RJS.
• Working knowledge of AP, AR, billing, timekeeping, and payroll support, plus practical spreadsheet and shared-file skills.
• Clear, respectful communication, careful handling of confidential records, and a record of following through independently.

Helpful experience: Construction job costing; pay applications, retainage, waivers, and COIs; ADP; bid administration; and conversational Spanish are helpful. Strong accounting/coordination experience may offset limited construction experience.

Compensation

Base salary of $65,000-$80,000 annually. Starting salary depends on demonstrated QuickBooks, construction billing, and coordination skills.

Benefits

• RJS pays 100% of employee-only medical premiums. Employees pay additional dependent premiums. Optional dental and vision are employee-paid. Insurance eligibility begins on day 91 of full-time employment, subject to plan enrollment requirements.
• Up to 80 hours of PTO (10 eight-hour days) per calendar year, earned evenly each pay period from day one and prorated for partial-year employment. Earned PTO may be used with approval.
• Six paid holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Saturday holidays are observed on the preceding Friday; Sunday holidays on the following Monday.
• SIMPLE IRA retirement plan with company matching contributions up to 3% of compensation, subject to plan eligibility.