Finance Operation Coordinator

Job Description:

Finance Operations Coordinator  

Office Location: St. Louis  

Department: Administrative  

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Company Profile:  

The UP Companies is one of the region’s largest full-service contractors, offering competitive, all-inclusive solutions for general contractors, owners and facility management professionals. Founded on the ideals of technical excellence, personal responsibility, collaboration and diversity, we pride ourselves on delivering integrated solutions tailored to each client’s needs. Our mission is to exceed expectations by leveraging our unique corporate infrastructure to provide safe and innovative solutions, exceptional workmanship, technical excellence and integrity at every level.

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Position Summary:  

The Finance Operations Coordinator is responsible for managing the day-to-day financial operations of the company, with a focus on accounts receivable, lien waiver compliance, fleet management, credit card reconciliation, and subcontractor prequalification processes. They are highly organized, adaptable, and able to prioritize tasks while working independently and in a team environment.

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Essential Functions:  

Accounts Receivable  

• Monitor aging reports and follow up on outstanding balances to ensure timely collection.
• Apply and reconcile customer payments, including checks, ACH, and credit card transactions.
• Coordinate with project accountants to resolve billing discrepancies and disputed invoices.
• Maintain accurate AR records and prepare regular aging summaries for review.

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Lien Waiver Management  

• Prepare, track, and submit conditional and unconditional lien waivers to general contractors and owners upon receipt of payment.
• Request and collect lien waivers from lower-tier subcontractors and suppliers as required.
• Maintain a comprehensive lien waiver log and ensure all waivers are executed, filed, and stored appropriately.
• Coordinate with project and legal teams to resolve lien-related issues and meet deadlines.

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Fleet Reconciliation & Management  

• Reconcile monthly fleet invoices from fuel cards, and vehicle lease/financing statements.
• Track vehicle assignments, mileage, maintenance schedules, and associated costs by project.
• Coordinate with field operations on vehicle additions, removals, and transfers within the fleet.

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Credit Card Reconciliation & Management  

• Administer the company credit card program, including card issuance, limit management, and policy enforcement.
• Review monthly statement and supporting receipts for completeness and policy compliance.
• Code and post all credit card transactions to the appropriate general ledger accounts and job.
• Investigate and resolve unauthorized or questionable charges in coordination with cardholders and management.
• Prepare monthly credit card reconciliation reports.

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Subcontractor Prequalification  

• Complete the prequalification process for new and existing General Contractors and Owners, including financial statements, insurance certificates, and safety records.
• Maintain and update the prequalification database, ensuring all records are current and complete.
• Coordinate with operations and preconstruction to assess prequalification opportunities. 

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General Accounting & Reporting  

• Support month-end and year-end close processes, including journal entries and account reconciliations.
• Assist in the preparation of financial reports and ad hoc analyses as requested by management.
• Collaborate cross-functionally with project managers, operations, and field personnel to support accurate job costing.

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Desired Qualifications  

• Bachelor’s degree in Accounting, Finance or related field required, Associate’s degree with relevant experience considered.
• Additional certifications that exemplify a desire for continued education preferred
• Minimum 3 years’ relevant work experience in construction accounting
• Exceptional communication and interpersonal skills
• Keen attention to detail and an aptitude for problem-solving
• Able to proactively address potential issues.
• Ability to learn and master various computer programs.
• Significant hands-on experience with industry-specific software
• Collaborative working style and team-player attitude
• Positive and encouraging personality.
• Able to work independently with little supervision.
• Highly motivated with a strong work ethic
• Reliable, trustworthy, and committed to team’s success
• Outstanding organizational skills and ability to prioritize tasks.
• Able to thrive in a high-volume, deadline-driven work environment.
• Experience in ComputerEase is a plus.  

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This summary reflects the core responsibilities of the Financial Operation Coordinator and may evolve based on the candidate’s skillset and interests.