Benefits:

401(k)

401(k) matching

Company parties

Competitive salary

Health insurance

Opportunity for advancement

Paid time off

Training & development

Position Summary

We are seeking a detail-oriented and highly organized Accounting & Operations Coordinator to support our Commercial Landscape Maintenance Division. This role is responsible for managing Accounts Receivable (AR), Accounts Payable (AP), and serving as a critical link between field operations and accounting.

The primary objective of this position is to ensure timely, accurate financial processing and operational documentation so the accounting and operations teams can close each month on schedule and with confidence.

This role requires strong communication skills, accountability, and the ability to thrive in a fast-paced, growth-oriented environment.

Key Responsibilities

Accounts Receivable (AR)

Generate and distribute monthly customer invoices

Ensure billing aligns with contracts, approved change orders, and completed services

Track and follow up on outstanding receivables

Communicate with customers regarding billing questions or discrepancies

Coordinate with Operations to confirm service completion and billing accuracy

Assist in collection efforts when necessary

Maintain accurate AR aging reports

Accounts Payable (AP)

Process vendor invoices accurately and timely

Match invoices to purchase orders and approved expenses

Coordinate with Operations for invoice approvals and coding

Ensure proper job and cost coding

Prepare payment runs according to company schedule

Maintain organized vendor records and W-9 documentation

Operations & Accounting Liaison

Serve as the primary liaison between the Maintenance Operations team and Accounting

Work within Aspire to ensure operational workflows that impact billing and payables are completed accurately and on time

Monitor open work tickets and ensure services are closed promptly to support monthly invoicing

Confirm recurring contract billing aligns with completed services and contract terms

Track and follow up on missing or incomplete field documentation that could delay billing

Ensure purchase orders are properly created, approved, and coded within Aspire prior to vendor invoice processing

Coordinate with Branch and Account Managers to correct coding errors before month-end

Monitor unapproved POs or invoices that may delay vendor payments or cost recognition

Facilitate timely vendor setup in Aspire by ensuring required documentation (W-9, insurance, etc.) is received and entered before invoices are submitted

Partner with Branch Managers and Account Managers to reinforce role accountability related to system processes, including:

Closing work tickets

Approving purchase orders

Submitting and documenting change orders

Maintaining accurate job cost coding

Communicate month-end deadlines and proactively follow up on outstanding operational tasks that impact financial reporting

Support month-end close by ensuring:

All billable work is closed

Costs are entered or properly accrued

Documentation is complete

Revenue and expenses are aligned

Month-End Support

Assist accounting with revenue reconciliation

Review contract billing vs. actual services completed

Identify unbilled work and outstanding payables

Support accrual preparation and variance explanations

Ensure division reporting deadlines are met

Administrative & Reception Support

Provide basic receptionist and front office support, including answering and directing phone calls, greeting visitors, handling incoming/outgoing mail, and assisting with general administrative tasks as needed

Qualifications

2+ years of experience in AR/AP or accounting support preferred

Experience in construction, landscaping, or service-based industries preferred

Strong understanding of job costing and contract billing is a plus

Proficient in accounting software and Microsoft Excel

High attention to detail and strong organizational skills

Ability to manage deadlines and prioritize effectively

Strong communication skills with both field and office personnel

Self-starter with a proactive problem-solving mindset

Core Competencies

Accountability and follow-through

Clear communication

Process-oriented thinking

Financial accuracy

Ability to work cross-functionally

Time management in a deadline-driven environment

Performance Expectations

Success in this role means:

Customer invoices go out on time and accurately every month

Vendor invoices are processed without delay

Field documentation is submitted timely and completely

Month-end close deadlines are consistently met

Billing disputes and vendor issues are minimized

At Earthtones Companies, our greatest asset is our people. Privately owned, we've become one of North America's Top 100 landscape companies by placing our team and our culture at the heart of everything we do.

Our company stands on three fundamental values: Integrity, Loyalty, and Leadership. These principles guide every hiring decision, every action, and every strategic choice we make. We are deeply committed to fostering career growth and advancement. Our teams work diligently, support one another, and take genuine pride in delivering outstanding results for our clients and the communities we serve.

If you're looking for a workplace that truly values its employees, invests in their development, and is dedicated to building long-term success together, we invite you to join us and build your future with Earthtones. Apply today and grow alongside us.

Visit us at: www.earthtonescompanies.com