Construction Project Accountant and Coordinator (Part-Time Mornings)

GrowUp Greenwalls LLC • Escondido, CA

1d • Onsite

About The Position

GrowUp Greenwalls is a premium biophilic design partner that designs, fabricates, installs, and maintains custom living walls, preserved moss walls, and faux greenwalls for commercial and residential spaces. The company operates as a subcontractor within the construction chain, generating significant paperwork that is crucial for project profitability and cash flow. This role is responsible for managing the financial and administrative aspects of every job, from contract signing to project close-out, ensuring accuracy and efficiency in accounting and CRM systems. The position involves working with AI assistants to streamline tasks such as contract review, invoicing, and purchasing, while requiring the individual to verify and manage these processes. The role reports to the CEO and collaborates closely with the operations lead, focusing on the financial documentation supporting operational decisions. The schedule is fixed to weekday mornings, 8:30 am to 1:00 pm, on-site in Escondido, CA, offering a part-time role within a half-day structure.

Requirements

• 3+ years in construction administration, project accounting, or an operations and finance coordinator role in a business that carries stock.
• Subcontractor-side experience is a strong plus.
• Experience submitting pay applications and lien releases, dealing with retainage, and working in a GC billing portal.
• Knowledge of COI and preliminary notices.
• Experience in inventory bookkeeping: purchase orders, receiving, stock counts, reconciling a count to the books.
• Job costing or project P&L review is a strong plus.
• Working fluency in QuickBooks Online and strong Excel or Google Sheets.
• Comfortable with retainage, work-in-progress, and job-cost reporting.
• Precise with numbers and ties things out before sending them.
• Ability to chase politely, persistently, and on a schedule.
• Organized enough to run a monthly billing cycle, a stock count, and a commission run across many jobs in half days, without dropping one.
• Comfortable adopting AI tools as part of the workflow and checking their output rather than trusting it blindly.
• Able to work on site in Escondido every weekday morning.

Nice To Haves

• Prevailing-wage or certified-payroll experience (California).
• Timekeeping and labor-allocation experience (crew timesheets to jobs).
• Experience calculating sales commissions or rep-firm statements.
• Exposure to plants, nursery stock, landscaping, interiors, or specialty subcontracting.
• Notion, Google Workspace, Ramp.
• A CRM (HubSpot ideally) and a GC portal (Procore, Textura, or similar) are a plus.

Responsibilities

• Log every inbound subcontract, run it through our contract review, and turn the review into a clear change request to the general contractor. Track each round to signature.
• Make sure nothing mobilizes and no materials are ordered without an executed contract, a purchase order, or a paid deposit.
• Handle certificates of insurance, GC vendor onboarding and portal setup (Textura, Procore, and similar), preliminary notices, change orders, and prevailing-wage or certified-payroll requirements where they apply.
• Set up each job's billing schedule at signature: deposits, milestones, progress billing, retainage, GC cut-off dates.
• Prepare and submit AIA G702/G703 pay applications and lien releases every month, before the cut-off, and follow them through to certification and payment.
• Raise and send invoices, record payments, track retainage, and run weekly collections. Keep every open invoice carrying a realistic expected-payment date.
• Work the weekly exception list: won deals not yet billed, invoices that don't tie to a deal, change orders not yet on an invoice.
• Run supplier invoices through our purchasing assistant, answer its questions, check deliveries in against the PO, and confirm receipts so bills post correctly. Prepare the weekly bill-payment run for approval.
• Relieve inventory to each job in the month it's used, run cycle counts and period-end counts with the operations lead, reconcile them to the books, and book shrinkage.
• Report product utilization: what each job used against what it was designed to use, what came back, and what's aging on the shelf.
• Review every open job's profit and loss against its budget each month with the operations lead, and supply the inputs our month-end cost accrual depends on.
• From late 2026, collect crew timesheets, code hours to jobs, and produce the monthly labor allocation into job costs.
• Kick off each won job: project record, folder, dates confirmed with sales and operations.
• Keep every project's stage current as it moves from design through submittals, procurement, install, punch list, and close.
• Close jobs properly: final billing, retainage, warranty letter, maintenance handover, inventory and labor fully costed, records closed.
• Compile monthly commission statements for our sales team and our independent rep firms, reconciled to what's actually been paid. Apply our rule that reps are paid only once the customer has paid in full.
• Handle rep onboarding, offboarding, and year-end 1099s.
• Keep HubSpot deals complete: the general contractor, product type, vertical, location, and realistic close dates on every live deal. Merge duplicates. Categorize lost-deal reasons.
• Enrich company and contact records from the web and from project documents, and build target lists when sales or marketing needs them.
• Keep product and SKU data consistent between HubSpot and QuickBooks.

Benefits

• 401(k)
• Paid time off
• Paid sick leave under California law.
• 401(k) plan eligibility after one year of service.
• A well-defined role with real ownership, in a business that has invested in tools so you spend your time on the work that matters, not on re-keying.
• Direct access to the founder and the operations lead. No layers.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed