Front Office Coordinator

How You Will Make an Impact: Review and enter vendor invoices into Buildertrend, verifying project, purchase order, change order, and supporting information. Track invoice approvals and follow up on missing information. Assist with weekly payment preparation and month-end accounting tasks. Reconcile vendor statements and research missing invoices, duplicates, credits, and outstanding balances. Assist with vendor onboarding and maintain W-9s, certificates of insurance, workers' compensation documentation, and vendor packets. Respond to vendor inquiries and maintain accurate electronic records. Prepare and submit permit applications and track approvals, deadlines, and outstanding items. Maintain project documentation in Buildertrend and coordinate follow-up between Project Managers, Superintendents, accounting, and vendors. Route estimates, purchase order questions, and project documentation to the appropriate team members. Receive, sort, distribute, and process incoming and outgoing mail, including invoices, checks, notices, and correspondence. Manage incoming office communications and provide general front-office and administrative support.

Required Qualifications: High school diploma or GED.Experience with QuickBooks Online. Proficiency with Microsoft Excel, Word, Outlook, Teams, OneDrive, and SharePoint. Strong organizational skills and attention to detail. Ability to independently manage multiple priorities and deadlines. Strong written and verbal communication skills. Ability to communicate professionally with subcontractors, vendors, municipalities, and internal teams.

Preferred Qualifications: 1+ year of accounts payable, accounting, administrative, or project coordination experience. Residential construction experience. Familiarity with Buildertrend, purchase orders, change orders, permits, statement reconciliations, and subcontractor documentation. Bilingual in English and Spanish preferred, but not required.

What Success Looks Like: Success in this role means invoices and statements are processed accurately, vendor records remain current, permits and project items are tracked through completion, and office communications reach the appropriate people quickly. You'll be someone the team can rely on to stay organized, follow established procedures, and resolve routine issues with minimal oversight. About Patterson Homes: Patterson Homes is committed to delivering quality residential construction through strong project execution, organization, and collaboration. We are looking for a dependable professional who can help keep our accounting, project, and front-office operations running efficiently. Patterson Homes is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any status protected by applicable law.