Position Overview:
The Accounting Administrative Assistant is responsible for transactional accounting duties and day to day functions of the office.
Qualifications and Experience:
• Associate Degree in Accounting, or equivalent education/experience
• 2-5 years professional experience, construction industry preferred
• Working knowledge of Microsoft Office
• Excellent attention to detail
• Professional written, verbal, and interpersonal communication skills required
• Accounting skills and experience
• Independently motivated, strong work ethic, operates with integrity
• Excellent multi-tasking and organizational skills
• Ability to handle sensitive and confidential information
• Ability to work well in a collaborative environment
Essential duties:
Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below:
Accounts Payable
• Enter purchase orders
• Receive invoices from vendors and match them with purchase orders
• Code invoice to correct project number, cost type, and general ledger account
• Resolve discrepancies with vendors
Accounts Receivable/Cash Reporting
• Receive payments from customers
• Post customer payments
• Follow up with customers on past due accounts to facilitate payments
Billing
• Prepare billings for contracts at the direction of the project manager.
• Prepare billings for time and material contracts at the direction of the project manager. Confirm that all
costs (labor and material) associated with the contract have been properly accounted for and make sure
the billing rates and mark-ups are correct
• Utilize required web portals needed to properly deliver billings to customers
• Review activity on service department projects and work with service managers to prepare and deliver
billings on a timely basis
Job Costing
• Set up new service department projects in the accounting software
• Assist project managers in reviewing job cost reports and correcting postings if necessary
Payroll
• Review timecards submitted by field forces
• Verify that all timecards have been received against the employee listing
• Review timecards for propriety
• Assist in on-boarding of new hires as needed.
Administration
• Answer incoming calls
• Submit requests to insurance agent for bid bonds and insurance certificates
• Order and stock office supplies
• Plan holiday and picnic events
Technology
• Assist field staff in unitization of software and hardware
• Assist third party IT support as needed
• Act as resource to co-workers for accounting software
PHYSICAL DEMANDS AND WORK ENVIRONMENT
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position reports to the Madison office and attendance in the office is required.
Our applications and resume submissions are carefully reviewed and vetted by a real person, without the use of AI or automated technology. Each submission receives personalized attention to ensure a thorough and thoughtful evaluation.
