Reports to: Chief Operating Officer (COO)

Location: Arlington, WA (Fullwiler Construction)

Schedule: Full-Time, On-Site (No Remote or Hybrid Option)

Hours: Monday–Friday, 8:00 AM–4:00 PM

Position Type: Hourly, BOE

Company Overview

We are a multi-faceted, rapidly growing Real Estate Development and General Contracting firm specializing in the development and construction of multifamily/mixed-use buildings, apartment complexes, short plats, spec homes, townhomes, custom homes, and large-scale remodels across Western Washington.

Additionally, our company operates a division in Arizona focused on building and remodeling high-end, resort-style short-term vacation rentals.

This position supports operations across both our WA and AZ companies, as well as multiple project-specific LLCs.

Position Overview

We are seeking a highly organized and detail-oriented Operations & Accounting Coordinator to support contract administration, change order management, bookkeeping coordination, and overall company operations.

This role serves as the internal bridge between project management, accounting, and external partners — ensuring that information, documentation, and data flow accurately across all systems and divisions.

This is a full-time, on-site position located at our Arlington, WA office. The office is in a detached shop on a residential property, and access requires the use of stairs — candidates must be comfortable working in this environment.

This is a fast-paced, high-visibility position that requires exceptional organization, strong communication, and the ability to manage multiple priorities while maintaining accuracy and follow-through.

Key Responsibilities

Contract & Change Order Management

• Draft and send client and subcontractor contracts
• Create, issue, and track change orders; upload approved COs to Adaptive (accounting platform)
• Maintain contract logs and ensure all documentation is current in Adaptive
• Coordinate with PMs and superintendents to ensure scopes and budgets are aligned

Billing & Accounting Coordination

• Monitor billing and bids inboxes (client billing, vendor AP, and pay-app-related emails)
• Track and organize subcontractor and vendor documentation (W-9s, COIs, start packets, lien waivers, etc.)
• Enter POs, subcontractor agreements, and subcontractor COs into Adaptive with correct cost codes
• Support draw preparation and verify documentation accuracy for submission
• Act as the primary internal contact with bookkeeping (G2 or other third-party) for transaction questions and missing documentation

Office & Operational Administration

• Answer phones and take messages professionally
• Maintain shared folders and ensure SOP consistency across both divisions
• Support PMs and superintendents with updated documentation for field use
• Process PTO requests, enter into QuickBooks Time, and review payroll entries for accuracy
• Track company vehicle mileage, maintenance, and registration renewals
• Oversee company file purges, renewals, and administrative compliance
• Create new jobs in UDA/Adaptive once client contracts are executed
• Maintain LLC and corporate filings, obtain EINs, and manage renewals or dissolutions
• Manage company insurance documentation and assist with annual renewals
• Gather and organize year-end tax information for accounting
• Maintain office supply inventory and ensure adequate stock levels
• Annually shop all overhead and insurance expenses to ensure competitive pricing

Requirements

Required Skills & Competencies

• Exceptional organization and attention to detail — able to manage a high volume of concurrent tasks and deadlines
• Strong problem-solving ability — can find answers independently and execute without excessive oversight
• High typing speed (minimum 60 WPM preferred; directly affects contract/change-order turnaround)
• Advanced computer literacy — able to troubleshoot basic software issues independently
• Strong written and verbal communication with professional email etiquette
• Ability to work efficiently in a fast-paced construction environment with competing priorities
• Self-motivated, dependable, and capable of maintaining confidentiality

Technical Proficiency

• Google Workspace (Drive, Docs, Sheets, Calendar, Gmail)
• UDA ConstructionOnline (or similar construction management platform)
• QuickBooks Time / QuickBooks Online
• Microsoft Office Suite
• General comfort with computers, printers, scanners, and digital file systems

Experience

• 3–5 years of experience in construction administration, contract management, or accounting coordination
• Experience with general contracting, real estate development, or property management preferred
• Familiarity with bookkeeping and cost coding processes a plus

Benefits

Compensation & Benefits

Salary: DOE (commensurate with experience)

Employment Package Includes:

• Medical, dental, and vision insurance (50% employer-paid)
• 401(k) plan with 4% employer match
• Direct deposit with bi-weekly paydays (every other Friday)
• Generous paid time off program
• Competitive salary and opportunities for growth
• Supportive, high-performing team atmosphere

If you're interested in this position, please apply and complete the following job fit assessment:

https://TeamArchitects.asmt.io/X7T9H6XRH/OfficeManagerJob-Assessment