Accounting & Operations Coordinator - Administration

Earthtones Companies•Midlothian, TX

4d•$50,000 - $60,000

About The Position

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. 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 Earthtones Companies At Earthtones Companies, we are dedicated to upholding our core values in every aspect of our work and in how we hold ourselves and each other accountable. This commitment has fueled our rapid growth into one of the largest privately owned and operated landscaping companies in North America. As a privately owned company, we have the unique ability to prioritize our family-oriented culture above all else, which has naturally led to the development of a team of industry-leading professionals. We are also committed to ensuring a healthy work-life balance for our staff, recognizing that our team members are the reason for our success. As we continue executing our growth strategy, our primary focus remains on taking care of our employees and their families. To protect the culture we’ve built, we are highly selective in our hiring process, seeking individuals who consistently strive for excellence, align with our core values, and bring innovative ideas to their roles. We take great pride in investing in our employees and have developed many of our division leaders from within, reflecting our strong commitment to growth and opportunity.

Requirements

2+ years of experience in AR/AP or accounting support preferred
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
Accountability and follow-through
Clear communication
Process-oriented thinking
Financial accuracy
Ability to work cross-functionally
Time management in a deadline-driven environment

Nice To Haves

Experience in construction, landscaping, or service-based industries preferred
Strong understanding of job costing and contract billing is a plus

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