Office Administrator-Accounting & Project Support

AG SOLUTIONS LLC; Farmington (NM); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Vision insurance

Job summary

AG Solutions LLC is seeking an Office Administrator with an accounting background to support the Farmington Division and act as a liaison between local operations and Corporate Accounting.

This accounting- and project-focused role will work with Project Managers and field personnel from job setup through billing, WIP updates, and closeout, with primary responsibility for local callout/T&M invoicing and project documentation.

Qualifications

• Experience in accounting, bookkeeping, billing, or project administration.
• Strong organization, attention to detail, and follow-through.
• Comfortable working with financial and project information.
• Strong communication skills to work with managers and field personnel.
• Proficiency with Excel, Outlook, and general business software.
• Construction or project-based accounting experience including WIP and T&M invoicing is preferred.

Responsibilities

• Manage Farmington callout and T&M invoicing, review docs, and prepare customer invoices.
• Initiate new job setup, assign job numbers, and gather required project information.
• Work with Project Managers on job kickoff, project status, WIP updates, and closeout.
• Gather and maintain contracts, change orders, POs, receipts, T&M sheets, and other project documentation.
• Track outstanding billing and follow up with PMs and field personnel.
• Assist Corporate Accounting with invoicing, job-costing questions, and documentation.
• Manage local scanning and intake of project and accounting documents.
• Enter and organize receipts, expenses, and supporting documentation.
• Follow up on missing receipts or incomplete information.
• Maintain organized electronic project and accounting records.
• Ensure documentation includes appropriate job numbers and accounting information.
• Serve as a liaison between Farmington operations and Corporate Accounting.
• Communicate accounting deadlines, requirements, and procedures locally.
• Help enforce Corporate Accounting policies and follow up on outstanding items.
• Resolve routine issues locally and elevate items requiring additional review.
• Support Division Management with project and accounting-related administrative needs.

Tools

Microsoft Excel

Microsoft Outlook

QuickBooks

Job description

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

Position Overview

AG Solutions LLC is seeking an Office Administrator with an accounting background to support our Farmington Division and serve as a liaison between local operations and Corporate Accounting.

This is an accounting and project-focused role—not a traditional front-desk position. This position will work directly with Project Managers and field personnel to support projects from job setup and kickoff through billing, WIP updates, and closeout, with primary responsibility for local callout/T&M invoicing and project documentation.

Key Responsibilities

Project & Billing Support

• Manage Farmington callout and T&M invoicing, including reviewing supporting documentation and preparing customer invoices.
• Initiate new job setup, assign job numbers, and gather required project information.
• Work with Project Managers on job kickoff, project status, WIP updates, and job closeout.
• Gather and maintain contracts, change orders, POs, receipts, T&M sheets, and other project documentation.
• Track outstanding billing and project information and follow up with PMs and field personnel.
• Assist Corporate Accounting with project invoicing, job-costing questions, and documentation.

Accounting & Document Administration

• Manage local scanning and intake of project and accounting documents.
• Enter and organize receipts, expenses, and supporting documentation.
• Follow up on missing receipts or incomplete information.
• Maintain organized electronic project and accounting records.
• Ensure documentation includes appropriate job numbers and accounting information.

Division & Corporate Coordination

• Serve as a liaison between Farmington operations and Corporate Accounting.
• Communicate accounting deadlines, requirements, and procedures locally.
• Help enforce Corporate Accounting policies and follow up on outstanding items.
• Resolve routine issues locally and elevate items requiring additional review.
• Support Division Management with project and accounting-related administrative needs.

Qualifications

• Experience in accounting, bookkeeping, billing, project administration, or a similar role.
• Strong organization, attention to detail, and follow-through.
• Comfortable working with financial and project information.
• Strong communication skills and ability to work directly with managers and field personnel.
• Proficiency with Microsoft Excel, Outlook, and general business software.
• Construction, job costing, WIP, T&M invoicing, or QuickBooks experience preferred.

What We're Looking For

We're looking for someone who takes ownership, follows up when information is missing, asks questions when something doesn't look right, and keeps projects and accounting processes moving.

Construction or project-based accounting experience is strongly preferred.