Operations Coordinator Jobs in Irving, TX

Project Accounting & Operations CoordinatorCompany Overview

Palmer Services, LLC is a growing construction and specialty services company supporting large commercial projects, including airport, mechanical, electrical, plumbing, and related field operations. We are looking for a dependable, detail-oriented person to help support our office, accounting, project coordination, and administrative processes as the company continues to grow.

This position is ideal for someone who is organized, comfortable with numbers, able to follow through on details, and willing to help in several areas of the business. The role will work closely with ownership, office staff, field leadership, vendors, and project teams.

Position Summary

The Project Accounting & Operations Coordinator will support daily office operations, vendor invoice processing, purchase order tracking, project documentation, accounting support, and project coordination. This person will help ensure invoices, purchase orders, job costs, vendor payments, and project records are organized, accurate, and kept up to date.

This is a hands-on support role with a mix of administrative, accounting, and project-related responsibilities. The right person will help improve office efficiency, strengthen project documentation, support accounting workflows, and provide better visibility into vendor payments, project costs, and operational follow-up.

Key ResponsibilitiesAccounting & Accounts Payable Support

• Collect, review, and organize vendor invoices.
• Match vendor invoices to purchase orders, approvals, delivery tickets, or project documentation.
• Assist with entering and organizing vendor bills and accounting records.
• Help ensure job-related expenses are assigned to the proper project or cost category when applicable.
• Maintain vendor files, invoice records, and accounts payable documentation.
• Reconcile vendor statements and identify missing invoices, credits, duplicate charges, or billing discrepancies.
• Prepare weekly or biweekly payment summaries for management review.
• Track upcoming vendor payments and assist with short-term cash flow visibility.
• Communicate with vendors regarding invoice status, missing documents, payment timing, and account questions.
• Assist with maintaining clean and organized accounting records.

Project Cost & Job Tracking

• Help maintain accurate project cost records.
• Track materials, purchase orders, subcontractor invoices, equipment rentals, and other job-related costs.
• Assist with organizing project cost information for management review.
• Help prepare job cost summaries and project-related reports.
• Flag missing documentation, pending approvals, or unclear project expenses.
• Support tracking of retainage, change orders, billings, and other project-related financial items.
• Maintain project folders with invoices, POs, contracts, change orders, payment applications, approvals, and supporting documents.

Project Management & Operations Support

• Assist project managers and field leadership with project documentation and follow-up.
• Help issue, organize, and track purchase orders.
• Coordinate with vendors and suppliers regarding invoices, delivery status, missing paperwork, and billing questions.
• Assist with project closeout documents, warranty information, compliance documents, and required forms.
• Help monitor open items, pending approvals, missing invoices, and project follow-up tasks.
• Maintain organized digital records for projects, vendors, and customers.
• Support communication between office staff, field staff, vendors, and management.

Office & Administrative Support

• Assist with general office organization and daily administrative needs.
• Answer or route phone calls and emails as needed.
• Maintain files, records, spreadsheets, and internal trackers.
• Help improve and document office processes.
• Support scheduling, document collection, data entry, and follow-up tasks.
• Assist with special projects assigned by management.

Desired Qualifications

• Experience in construction, service, trades, accounting, project coordination, or office administration preferred.
• Experience with accounting, project management, or field service software preferred.
• Strong attention to detail and ability to follow through.
• Comfortable working with invoices, purchase orders, vendor statements, and project records.
• Basic understanding of accounts payable, job costing, or construction billing is helpful.
• Strong computer skills, including email, spreadsheets, PDF documents, and cloud-based software.
• Ability to communicate professionally with vendors, office staff, field employees, and management.
• Ability to manage multiple priorities in a busy environment.
• Reliable, organized, and willing to learn.

Ideal Candidate

The ideal candidate is someone who enjoys bringing order to details. This person does not need to be a CPA or high-level accountant, but they should be comfortable working with numbers, invoices, software, and project documentation. They should be proactive enough to ask questions when something does not look right and dependable enough to keep important tasks moving without constant follow-up.

Pay: $18.00 - $30.00 per hour

Benefits:

• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person