Front Office Coordinator

The Contractor Consultants; Scottsdale (AZ); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Full-time position

Opportunity to support multiple areas

Job summary

Patterson Homes seeks a detail-oriented Front Office Coordinator to support Accounts Payable, Project Management, and daily front-office operations.

This cross-functional role coordinates with subcontractors, vendors, project teams, and accounting to ensure invoices, permits, and documentation are accurately processed and communicated. The ideal candidate manages multiple priorities with professionalism and initiative.

Qualifications

• High school diploma or GED required.
• Experience with QuickBooks Online.
• Proficiency with Microsoft Office suite (Excel, Word, Outlook, Teams, OneDrive, SharePoint).
• Strong organizational skills and attention to detail.
• Ability to independently manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to communicate professionally with subcontractors, vendors, municipalities, and internal teams.

Responsibilities

• Enter vendor invoices into Buildertrend and verify project, PO, CO, and supporting data.
• Track invoice approvals and follow up on missing information.
• Assist with weekly payments and month-end accounting tasks.
• Reconcile vendor statements and research missing invoices, duplicates, credits, and balances.
• Assist with vendor onboarding and maintain W-9s, insurance certificates, and vendor packets.
• Respond to vendor inquiries and maintain accurate electronic records.
• Prepare and submit permit applications and track approvals and deadlines.
• Maintain project documentation in Buildertrend and coordinate with PMs, Superintendents, accounting, and vendors.
• Route estimates, POs, and project docs to the appropriate team members.
• Receive, sort, distribute, and process mail and other correspondence.
• Provide general front-office support and help keep operations running smoothly.

Skills

QuickBooks Online

Microsoft Excel

Microsoft Word

Outlook

Teams

OneDrive

SharePoint

Organizational skills

Multitasking

Professional communication

Vendor relations

Education

High school diploma or GED

Tools

Buildertrend

Job description

Front Office Coordinator - Support Accounting, Projects & Office Operations with Patterson Homes

Job Overview

Company

Company: Patterson Homes

Salary/Pay Rate

Salary/Pay Rate: $50,000-$55,000 per year, based on experience

Department

Department: Accounting and Operations

Employment Type

Employment Type: Full-Time

Reports To

Reports To: Accounts Payable Manager

Industry

Industry: Residential Construction

The Opportunity

Patterson Homes is seeking an organized and detail-oriented Front Office Coordinator to support Accounts Payable, Project Management, and daily front-office operations.

This cross-functional role serves as an important point of coordination between subcontractors, vendors, project teams, and accounting. You’ll help ensure invoices, vendor documentation, permits, project information, and administrative tasks are accurately processed, tracked, and communicated.

The ideal candidate is comfortable managing multiple priorities, communicates professionally, and has the follow-through to independently resolve routine administrative and documentation issues.

How You Will Make an Impact

• Review and enter vendor invoices into Buildertrend, verifying project, purchase order, change order, and supporting information.
• Track invoice approvals and follow up on missing information.
• Assist with weekly payment preparation and month-end accounting tasks.
• Reconcile vendor statements and research missing invoices, duplicates, credits, and outstanding balances.
• Assist with vendor onboarding and maintain W-9s, certificates of insurance, workers’ compensation documentation, and vendor packets.
• Respond to vendor inquiries and maintain accurate electronic records.
• Prepare and submit permit applications and track approvals, deadlines, and outstanding items.
• Maintain project documentation in Buildertrend and coordinate follow-up between Project Managers, Superintendents, accounting, and vendors.
• Route estimates, purchase order questions, and project documentation to the appropriate team members.
• Receive, sort, distribute, and process incoming and outgoing mail, including invoices, checks, notices, and correspondence.
• Manage incoming office communications and provide general front-office and administrative support.

Required Qualifications

• High school diploma or GED.
• Experience with QuickBooks Online.
• Proficiency with Microsoft Excel, Word, Outlook, Teams, OneDrive, and SharePoint.
• Strong organizational skills and attention to detail.
• Ability to independently manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to communicate professionally with subcontractors, vendors, municipalities, and internal teams.

Preferred Qualifications

• 1 year of accounts payable, accounting, administrative, or project coordination experience.
• Residential construction experience.
• Familiarity with Buildertrend, purchase orders, change orders, permits, statement reconciliations, and subcontractor documentation.
• Bilingual in English and Spanish preferred, but not required.

Compensation & Benefits

• $50,000-$55,000 per year, based on experience
• Full-time, stable position within a residential construction company
• Opportunity to support multiple areas of accounting, project coordination, and operations
• Additional company benefits discussed during the interview process

What Success Looks Like

Success in this role means invoices and statements are processed accurately, vendor records remain current, permits and project items are tracked through completion, and office communications reach the appropriate people quickly. You’ll be someone the team can rely on to stay organized, follow established procedures, and resolve routine issues with minimal oversight.

About Patterson Homes

Patterson Homes is committed to delivering quality residential construction through strong project execution, organization, and collaboration. We are looking for a dependable professional who can help keep our accounting, project, and front-office operations running efficiently.

Patterson Homes is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any status protected by applicable law.