The Finance Operations Coordinator coordinates accounts payable and accounts receivable processes, manages job-cost data, payroll inputs, and closeout readiness, serving as a key internal link between production, vendors, customers, and accounting in Tulsa, Oklahoma (onsite).
Responsibilities
- Oversee daily intake of vendor invoices.
- Validate incoming bills for vendor name, invoice number, amount, date, due date, job reference, and potential duplicates.
- Route job-related invoices to the appropriate internal reviewer for validation and approval.
- Track the lifecycle of invoices from receipt through approval, entry, payment, and reconciliation support.
- Communicate with vendors about missing information, invoice status, and payment process questions.
- Enforce company accounts payable procedures to prevent invoices from getting lost in emails or paper piles.
- Maintain accuracy and visibility of job-cost data within company systems.
- Ensure proper routing and coding of job-related costs.
- Collaborate with production, project managers, team coordinators, and accounting support to resolve missing or incorrect job data.
- Monitor items affecting job cost accuracy, including labor, materials, subcontractor invoices, work orders, and closeout documentation.
- Identify jobs that are production-complete but not yet financially ready to close.
- Assist with customer payment tracking and internal communication regarding received payments.
- Match payments to the correct customer, job, or invoice.
- Flag unapplied payments, unclear deposits, payment discrepancies, or collection-related issues.
- Support leadership and accounting partners with AR aging, payment status, and cash conversion visibility.
- Track time card submission status and follow up on missing or incomplete time cards.
- Identify missing job codes, incomplete entries, unusual hours, or incentive-related issues.
- Coordinate corrections with production staff before payroll deadlines.
- Prepare clean payroll input information for the appropriate payroll or accounting resource.
- Maintain a closeout readiness tracker for completed or near-complete jobs.
- Coordinate with production, accounting support, and leadership to identify closeout blockers.
- Track missing labor, materials, subcontractor invoices, change orders, closeout documentation, payment issues, and production closeout items.
- Help prepare jobs for accounting review and for WIP or deferred revenue review.
- Escalate jobs stuck in closeout due to AR, lien, collection, documentation, or production issues.
- Serve as an internal point of coordination for outside accounting and CFO/controller support.
- Provide requested documentation, invoice detail, job information, payment support, and process clarification.
- Help ensure outside accounting receives clean and complete information.
- Track open accounting questions and coordinate internal responses.
Requirements
- Experience in AP, AR, bookkeeping, finance administration, job costing, construction administration, project coordination, or a related role.
- Strong organizational and follow-up skills.
- High attention to detail.
- Comfort with software systems, spreadsheets, email, and digital workflows.
- Clear communication with internal teams and outside vendors.
- Ability to manage deadlines and competing priorities.
- Ability to protect confidential financial and employee information.
- Willingness to follow processes and escalate issues rather than guessing.
Technologies
- PSA
- Proven Jobs
- Proven Accounting
- Bill.com
- QuickBooks
- Rippling
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
What This Role Owns
- AP intake coordination
- Vendor invoice routing
- Subcontractor invoice tracking
- Job-cost support
- Payment documentation support
- Time card and payroll input follow-up
- Closeout readiness tracking
- Production/accounting handoff support
- Exception tracking
- Vendor communication
- Documentation and process discipline
What This Role Does Not Own
- Bank reconciliations
- Credit card reconciliations
- Payroll journal entries
- Payroll clearing account reconciliation
- Final financial statements
- Balance sheet review
- Tax filings
- Controller-level accounting decisions
- Final WIP/deferred revenue accounting decisions
- Leadership-level write-off, lien, or collection decisions
The Right Fit
- Highly organized
- Detail-oriented
- Process-driven
- Comfortable with deadlines
- Comfortable working with numbers and documents
- Good at following up without reminders
- Comfortable asking questions
- Able to push back respectfully when something is incomplete or incorrect
- Calm under pressure
- Trustworthy with sensitive information
- Effective in communicating with production staff, vendors, office staff, accounting partners, and leadership
Success in This Role Looks Like
- Vendor bills and subcontractor invoices routed correctly
- Duplicate invoice risks identified early
- Improved visibility of job costs for production and accounting
- Time card and payroll input issues reduced
- Smooth progression from production completion to financial closeout
- Cleaner information delivered to outside accounting
- Fewer surprises for leadership
- Clearer communication with vendors
- Stuck items tracked and escalated
- Processes become centralized and documented rather than reliant on memory
Schedule
Full-time, in-office position in Tulsa, Oklahoma.
Compensation
USD 60,000–75,000 per year, depending on experience and fit.
How to Apply
Please submit your resume and a brief note explaining your experience with AP, AR, bookkeeping, job costing, construction administration, project accounting, or finance operations. Qualified candidates should be prepared to discuss examples of how they have managed details, followed up on missing information, improved a process, or helped keep financial admin work organized in a busy company.
