Construction Project Accountant and Coordinator (Part-Time Mornings)

Growup Greenwalls Llc; Escondido (CA); On-site; USD 30,000 - 41,000; Part time

Benefits offered by this job

401(k)

Paid time off

Job summary

GrowUp Greenwalls LLC in Escondido, CA, is seeking a part-time construction administration professional to own contracts, invoicing, and job costing. This role supports parallel AI assistants and coordinates with the CEO and operations lead, ensuring accurate records and timely billings.

The position emphasizes a fixed morning schedule, on-site work, and a focus on maintaining clean CRM and accounting data to keep projects profitable and cash flowing.

Qualifications

• 3+ years in construction administration, project accounting, or related operations role.
• Experience with pay applications, lien releases, and retainage.
• Inventory bookkeeping including PO receipts and stock counts.
• Proficient with QuickBooks Online and Excel.
• Able to work on-site in Escondido each weekday morning.

Responsibilities

• Log inbound subcontract and manage contract review, changes, and signature tracking.
• Prepare and submit pay applications and lien releases monthly, through to payment.
• Raise and send invoices, track payments and collections, maintain realistic payment dates.
• Manage purchasing, inventory, and job costing with monthly reconciliation.
• Keep HubSpot deals and QuickBooks data clean and aligned with reporting.

Skills

Construction admin

Project accounting

Attention to detail

On-site coordination

Tools

QuickBooks Online

Excel/Sheets

HubSpot

Procore

Textura

Job description

Benefits:

• 401(k)
• Paid time off

GrowUp Greenwalls | Escondido, CA, on site | Part-time, weekday mornings, about 22 hours a week

About GrowUp

GrowUp Greenwalls is a premium biophilic design partner. We design, fabricate, install, and maintain custom living walls, preserved moss walls, and faux greenwalls for commercial and residential spaces across the US and Canada. Since 2017 we've delivered more than 1,200 greenwalls for clients including Google, Coca-Cola, Ralph Lauren, Hyundai, T‑Mobile, and Cornell University, and our craft earned Platinum, Gold, and Silver honors at the 2024 International Plantscape Awards.

We're a small, cross-trained team. Most of our commercial work runs through the construction chain: an architect specifies us, a general contractor hires us, and we deliver as a subcontractor. That chain generates a lot of paperwork, and doing it well is what keeps projects profitable and cash flowing.

The Role

You own the record and the money on every job, from "the customer said yes" to "the job is closed and it made what we said it would." That means contracts, billing, collections, commissions, and close-out on one side; purchasing, inventory, job costing, and crew timekeeping on the other. You also keep our CRM (HubSpot) and our accounting system (QuickBooks Online) clean and complete, because everything we report and forecast depends on them.

You'll work alongside a set of AI assistants we've built for exactly this work. One reviews inbound contracts and tells you what to push back on. One raises invoices and books commissions when a deal closes. One builds pay applications. One turns supplier invoices into purchase orders. One flags every won deal that hasn't been billed. Your job is to feed them, check them, chase the outside world, and fix what they flag. You don't need to be technical, but you do need to be comfortable working with tools that do part of the job for you.

You report to the CEO and work every day with our operations lead, who owns the physical side of every job: what we buy, what goes where, who installs it. You own the paper trail behind those decisions.

The schedule is fixed, and that's the point. Weekday mornings, 8:30am to 1:00pm, on site in Escondido. No afternoons, evenings, or weekends. The stock, the deliveries, the crew, and the operations lead are all here in the morning, and the work runs on a monthly cycle you can see coming. If you've done construction accounting or project administration full‑time and want a serious role that fits inside a half day, this is it.

What You'll Do

Contracts

• Log every inbound subcontract, run it through our contract review, and turn the review into a clear change request to the general contractor. Track each round to signature.
• Make sure nothing mobilizes and no materials are ordered without an executed contract, a purchase order, or a paid deposit.
• Handle certificates of insurance, GC vendor onboarding and portal setup (Textura, Procore, and similar), preliminary notices, change orders, and prevailing‑wage or certified‑payroll requirements where they apply.

Billing and collections

• Set up each job's billing schedule at signature: deposits, milestones, progress billing, retainage, GC cut‑off dates.
• Prepare and submit AIA G702/G703 pay applications and lien releases every month, before the cut‑off, and follow them through to certification and payment.
• Raise and send invoices, record payments, track retainage, and run weekly collections. Keep every open invoice carrying a realistic expected‑payment date.
• Work the weekly exception list: won deals not yet billed, invoices that don't tie to a deal, change orders not yet on an invoice.

Purchasing, inventory, and job costing

• Run supplier invoices through our purchasing assistant, answer its questions, check deliveries in against the PO, and confirm receipts so bills post correctly. Prepare the weekly bill‑payment run for approval.
• Relieve inventory to each job in the month it's used, run cycle counts and period‑end counts with the operations lead, reconcile them to the books, and book shrinkage.
• Report product utilization: what each job used against what it was designed to use, what came back, and what's aging on the shelf.
• Review every open job's profit and loss against its budget each month with the operations lead, and supply the inputs our month‑end cost accrual depends on.
• From late 2026, collect crew timesheets, code hours to jobs, and produce the monthly labor allocation into job costs.

Job lifecycle and close‑out

• Kick off each won job: project record, folder, dates confirmed with sales and operations.
• Keep every project's stage current as it moves from design through submittals, procurement, install, punch list, and close.
• Close jobs properly: final billing, retainage, warranty letter, maintenance handover, inventory and labor fully costed, records closed.

Commissions

• Compile monthly commission statements for our sales team and our independent rep firms, reconciled to what's actually been paid. Apply our rule that reps are paid only once the customer has paid in full.
• Handle rep onboarding, off‑boarding, and year‑end 1099s.

CRM and data quality

• Keep HubSpot deals complete: the general contractor, product type, vertical, location, and realistic close dates on every live deal. Merge duplicates. Categorize lost‑deal reasons.
• Enrich company and contact records from the web and from project documents, and build target lists when sales or marketing needs them.
• Keep product and SKU data consistent between HubSpot and QuickBooks.

What You Bring

• 3+ years in construction administration, project accounting, or an operations and finance coordinator role in a business that carries stock. Subcontractor‑side experience is a strong plus.
• You've submitted pay applications and lien releases, dealt with retainage, and worked in a GC billing portal. You know what a COI and a preliminary notice are.
• You've done inventory bookkeeping: purchase orders, receiving, stock counts, reconciling a count to the books. Job costing or project P&L review is a strong plus.
• Working fluency in QuickBooks Online and strong Excel or Google Sheets. A CRM (HubSpot ideally) and a GC portal (Procore, Textura, or similar) are a plus.
• Comfortable with retainage, work‑in‑progress, and job‑cost reporting. You're precise with numbers and tie things out before you send them.
• You chase. Politely, persistently, and on a schedule. Overdue invoices, unsigned contracts, uncounted stock, and missing fields don't sit.
• Organized enough to run a monthly billing cycle, a stock count, and a commission run across many jobs in half days, without dropping one.
• Comfortable adopting AI tools as part of the workflow and checking their output rather than trusting it blindly.
• Able to work on site in Escondido every weekday morning.

Nice to Have

• Prevailing‑wage or certified‑payroll experience (California).
• Timekeeping and labor‑allocation experience (crew timesheets to jobs).
• Experience calculating sales commissions or rep‑firm statements.
• Exposure to plants, nursery stock, landscaping, interiors, or specialty subcontracting.
• Notion, Google Workspace, Ramp.

What We Offer

• Competitive hourly pay, depending on experience. Pay range provided to applicants on request.
• A fixed morning schedule you can plan your life around. No afternoons, evenings, or weekends.
• Paid sick leave under California law.
• 401(k) plan eligibility after one year of service.
• A well‑defined role with real ownership, in a business that has invested in tools so you spend your time on the work that matters, not on re‑keying.
• Direct access to the founder and the operations lead. No layers.

GrowUp Greenwalls LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.