About the job
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
About Us
Join team-architects, a dynamic and innovative Real Estate Development and General Contracting firm based in Arlington, WA. We specialize in the development and construction of multifamily and mixed-use buildings, including apartment complexes, custom homes, and large-scale remodels across Western Washington, and we also have a division in Arizona focused on high-end, resort-style short-term vacation rentals.
This role is essential in supporting operations across our Washington and Arizona teams, as well as various project-specific LLCs.
Position Overview
We are on the lookout for an organized and detail-oriented Operations & Accounting Coordinator to facilitate contract administration, change order management, bookkeeping coordination, and overall operational excellence. This role acts as the crucial link between project management, accounting, and external partnerships, ensuring seamless information flow and documentation accuracy across all divisions.
This is a full-time, on-site position at our Arlington office, located in a detached shop on a residential property. Candidates must be comfortable working in this unique environment, which requires the use of stairs.
As this is a fast-paced and high-visibility role, exceptional organizational skills, strong communication capabilities, and the ability to juggle multiple priorities while ensuring accuracy are essential.
Key Responsibilities
Contract & Change Order Management
- Draft and distribute contracts for clients and subcontractors.
- Create, issue, and track change orders; upload approved change orders to our accounting platform, Adaptive.
- Maintain contract logs and ensure that all documentation is current within Adaptive.
- Collaborate with project managers and superintendents to align scopes and budgets.
Billing & Accounting Coordination
- Oversee the billing and bids inboxes, including client billing, vendor accounts payable, and related emails.
- Organize and track subcontractor and vendor documentation, including W-9s, Certificates of Insurance, start packets, and lien waivers.
- Enter purchase orders, subcontractor agreements, and change orders into Adaptive with the appropriate cost codes.
- Assist with draw preparation and verify the accuracy of documentation for submission.
- Act as the primary internal contact for bookkeeping inquiries, supporting transaction questions and missing documentation.
