Accounts Payable Coordinator

Company Overview:

Hillwood Construction Services provides general contracting and construction management services in the United States. The company began in December 2000 as an industrial general contractor focusing on industrial warehouse and distribution facilities. Over the years, Hillwood Construction Services has diversified and expanded into many project types, from corporate headquarters to hangars, churches, Class-A office developments, hotels and tenant interiors.

Position Summary:

Hillwood Construction Services is seeking an Accounts Payable Coordinator to join its growing Construction Services division in Dallas, TX. Reporting directly to the Controller, this role supports day‑to‑day accounts payable and contract payables activities within a project‑based construction accounting environment. The Accounts Payable Coordinator works closely with accounting, operations, and project teams to ensure accurate and timely processing of vendor and subcontractor payments while providing administrative support to office operations.

Responsibilities:

Accounts Payable and Contract Payables:

• Create, maintain, and organize Accounts Payable and Contract Payable files, both electronically and in paper form, in accordance with company standards.
• Scan, upload, and file AP and contract documentation, including invoices, payment vouchers, subcontracts, change orders, insurance certificates, and related materials.
• Perform accurate data entry of direct costs into Medius and Procore systems.
• Ensure costs are coded accurately by project and cost type to support job cost reporting.
• Assist with monthly vendor account reconciliations and help resolve discrepancies as needed.
• Communicate with vendors, subcontractors, and internal project teams to address invoice questions and obtain required documentation.
• Match checks with supporting documentation and prepare payments for vendor and subcontractor distribution on check run days.

Check Processing (“Check Days” – Tuesdays and Thursdays):

• Match checks to supporting backup documentation prior to execution.
• Prepare executed checks for distribution by tearing down, stuffing envelopes, sealing, and placing in outgoing mail.
• Assist with mailing and delivery coordination, including preparation of FedEx labels as needed.

Data Entry and Systems Support:

• Enter direct costs by project into Procore in a timely and accurate manner.
• Enter expense reports and overhead invoices into Verify‑Medius.
• Support ongoing system organization and document accuracy within accounting and project management platforms.

Filing and Document Management:

• Create and maintain organized filing systems for accounts payable and subcontractor payments.
• File check stubs and backup documentation for direct costs in accounts payable folders.
• Scan and attach check stubs and supporting documentation to electronic subcontractor files.
• Maintain electronic files organized by check run date, project, and vendor or subcontractor name.

General Office and Administrative Support:

• Provide clerical and administrative support to Construction Services Support, Operations, and Preconstruction teams, as needed.
• Maintain complete and organized documentation to support internal reviews and external audits, as requested.
• Assist with special projects and ad‑hoc administrative or accounting tasks as assigned.

Required Skills and Abilities:

• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Strong written and verbal communication skills with a collaborative, team‑oriented mindset.
• High attention to detail and accuracy, particularly with financial and contractual documents.
• Basic understanding of accounting principles and accounts payable processes.
• Willingness and ability to learn construction accounting systems and procedures.
• Ability to receive feedback and apply guidance from supervisors.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Proficiency in Microsoft Office, particularly Excel.

Education and Experience:

• Associate’s or Bachelor’s degree preferred.
• Internship, co‑op, or entry‑level accounts payable experience preferred.
• Exposure to construction or project‑based accounting is a plus, but not required.

EEO Statement:

 Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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