The Team Architects ยท 2 months ago
Operations & Accounting Coordinator
Arlington, Washington, United States
Full-time
Onsite
New Grad, Entry LevelThe Team Architects is a rapidly growing Real Estate Development and General Contracting firm specializing in multifamily and mixed-use buildings. They are seeking a highly organized and detail-oriented Operations & Accounting Coordinator to support contract administration, change order management, bookkeeping coordination, and overall company operations.
Staffing & Recruiting
Responsibilities
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
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
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
Qualification
Required
Highly organized and detail-oriented
Exceptional organization skills
Strong communication skills
Ability to manage multiple priorities while maintaining accuracy and follow-through
Comfortable working in a fast-paced, high-visibility position
Experience with contract administration and change order management
Experience with bookkeeping coordination
Proficient in using accounting platforms like Adaptive
Ability to draft and send client and subcontractor contracts
Experience in monitoring billing and bids inboxes
Ability to track and organize subcontractor and vendor documentation
Experience in entering POs, subcontractor agreements, and subcontractor COs into accounting systems
Ability to support draw preparation and verify documentation accuracy
Experience in maintaining shared folders and ensuring SOP consistency
Ability to process PTO requests and review payroll entries for accuracy
Experience in tracking company vehicle mileage, maintenance, and registration renewals
Ability to oversee company file purges, renewals, and administrative compliance
Experience in managing company insurance documentation and assisting with annual renewals
Ability to gather and organize year-end tax information for accounting
Experience in maintaining office supply inventory
Company
The Team Architects
Team Architects Puts You In The Driver's Seat For Finding, Hiring & Training The Most Talented People In Your Industry.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase