Administrative Coordinator – Permitting & Accounts Payable

Job Overview

We are seeking a reliable, detail-driven Administrative Coordinator to support our operations by managing county permitting and accounts payable. This role plays a key part in keeping projects compliant, vendors paid accurately, and administrative processes running smoothly.

The ideal candidate is organized, proactive, and comfortable working with deadlines, documentation, and financial records. You will work closely with operations and management to ensure permits are filed correctly and invoices are processed on time. Accuracy, follow-through, and clear communication are essential in this position.

This role is best suited for someone who enjoys structured work, takes ownership of responsibilities, and understands the importance of keeping both compliance and finances in order behind the scenes.

Duties & Responsibilities

- Prepare, submit, and track permit applications with county and local jurisdictions

- Communicate with county offices regarding permit requirements, corrections, and approvals

- Maintain accurate permit logs, deadlines, and approval documentation

- Coordinate with operations and management to ensure permits align with project schedules

- Organize and maintain digital and physical permit files

- Receive, review, and enter vendor invoices into accounting software

- Match invoices to approvals, contracts, or supporting documentation

- Track accounts payable, due dates, and vendor balances

- Schedule and process payments according to established terms

- Resolve billing discrepancies and communicate with vendors as needed

- Maintain organized administrative and financial records

- Support internal reporting and audit requests when required

- Follow established procedures and contribute to improving workflows

Skills

- Skills & Qualifications

- Prior experience working in a construction or construction-related office environment

Preferred (but not required)

- Experience with county or municipal permitting

- Familiarity with QuickBooks or similar accounting software

- Background in excavation, septic, or other regulated construction trades

- Strong organizational and time-management skills

- High attention to detail and accuracy

- Ability to track deadlines and follow up consistently

- Comfortable communicating with county and government agencies

- Excellent phone etiquette and professional customer service skills

- Strong written communication skills, including professional email correspondence

- Proficient with Microsoft Office and Google Workspace

- Ability to manage multiple tasks and shifting priorities in a fast-paced environment

- Self-directed with the ability to work independently

- Professional discretion when handling financial and administrative information

- Willingness to learn and be trained in accounts payable processes

Pay: From $23.00 per hour

Expected hours: 40.0 per week

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Employee assistance program

- Health insurance

- Life insurance

- Paid time off

- Vision insurance

Work Location: In person