Administrative Construction Coordinator

Company Overview

DLI Commercial is a premier commercial construction and property maintenance company that handles all aspects of commercial construction and maintenance needs. Our goal is to provide outstanding service in a timely manner to our clients.

Position Summary:

We are seeking a highly detail-oriented and process-driven Technical Administrative Assistant with a strong background in construction accounting. This role supports both the administrative and accounting functions, with a focus on accounts payable, AIA billing, and QuickBooks. The ideal candidate will be experienced in coordinating with project managers, vendors, and subcontractors, and will play a key role in maintaining accurate and timely financial and project documentation.

Key Responsibilities:

Accounting & Finance Support

Perform full-cycle Accounts Payable, including purchase orders, entering, confirming and processing invoices
Ensure timely and accurate vendor payments and maintain organized records
Manage AIA billing processes, including preparation of pay applications and lien waivers
Track and process change orders, retainage, and progress billings
Maintain and reconcile job cost reports and vendor statements
Assist with month-end and year-end financial close tasks

Construction Administrative Support

Maintain all project-related documentation (contracts, insurance certificates, permits, and compliance files)
Support project managers with RFIs, submittals, and change order documentation
Coordinate with subcontractors to ensure timely document submissions and invoice processing
Ensure accurate and up-to-date tracking of project budgets, costs, and commitments

Process & Systems Management

Maintain organized digital filing systems for financial and project documents on multiple platforms
Follow and improve internal processes related to invoice approvals, document control, and payment tracking
Use QuickBooks for data entry, reporting, and reconciliations
Assist in implementing and refining systems that enhance accuracy and efficiency

Qualifications:

Associate's or Bachelor's degree in Accounting, Business Administration, or related field (or equivalent experience)
3+ years of administrative and accounting experience in the construction industry
Proficient with QuickBooks and Microsoft Excel
Hands-on experience with AIA billing and progress payment applications
Strong organizational skills and exceptional attention to detail
Ability to work independently and manage multiple deadlines
Excellent communication and interpersonal skills
Familiarity with construction software (UtilizeCore, Buildertrend, Avetta) is a plus

Preferred Attributes:

Knowledge of lien waivers, certified payroll, and retainage
Experience in small to mid-size construction firms
Ability to identify and implement process improvements

Benefits:

Competitive salary based on experience
Medical, dental, and vision insurance
401(k) with employer match
Paid vacation, holidays, floating holiday
Paid day off for your birthday
Opportunities for professional growth and development

Job Type: Full-time

Expected hours: 40 per week

Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan

Work Location: In person