Contracts & Finance Operations Coordinator

About the position

Buffalo Solar Solutions is seeking a detail-oriented and proactive Contracts & Finance Operations Coordinator to manage accounts payable and receivable while overseeing contract formatting, redlines, and project documentation across our commercial solar and energy projects. This role works closely with leadership and our off-site CFO to ensure financial accuracy, clean contract execution, and smooth project workflows. We’re looking for someone who takes ownership, follows through, and is comfortable balancing accounting tasks with contract administration and operational support.

Responsibilities

• Manage AR/AP, customer invoicing, and vendor payments
• Create and track purchase orders and billing milestones
• Reconcile discrepancies and follow up on outstanding items
• Maintain accurate financial records in QuickBooks
• Format contracts, incorporate redlines, and manage version control
• Prepare agreements and exhibits for signature and execution
• Track contract milestones, change orders, and documentation
• Maintain organized contract and project files
• Coordinate with project teams, vendors, and leadership on documentation and billing
• Help create, follow, and improve finance and contract procedures
• Support multiple projects and administrative needs as required
• Proactively identify issues and drive resolutions
• Communicate clearly across teams and with external partners
• Take responsibility for accuracy, deadlines, and follow-through

Requirements

• Experience in AR/AP or project accounting (construction or project-based preferred)
• Strong Microsoft Word skills, including tracked changes and document formatting
• Highly organized and detail-oriented with excellent follow-through
• Comfortable working in QuickBooks or similar accounting software
• Confident communicator with vendors, customers, and internal teams
• Self-starter who can manage multiple priorities

Nice-to-haves

• Contract administration or legal assistant experience
• Experience with project billing or milestone invoicing
• Familiarity with construction or EPC environments

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance