Administrative Assistant - Accounting
About The Position
The Accounting & Administrative Assistant supports project accounting operations and front office administration within a construction environment. The primary purpose of this role is to ensure project documentation required for billing and compliance is accurate, reconciled against approved billing standards, and organized in a manner that supports timely and auditable invoicing while maintaining efficient front office operations. The role supports project accounting processes common to construction projects, including reconciliation of approved timecards against project billing requirements, subcontract documentation coordination, and preparation of billing documentation packages. The position also supports general office administration and reception functions to ensure the office operates smoothly without interrupting accounting and payroll workflow. The ideal candidate has previous experience working in an administrative or project support role within the construction industry and understands the importance of accurate documentation, timely follow-up, and organized records in supporting project billing and operations.
Requirements
- Proficiency with Microsoft Excel, Outlook, and Adobe Acrobat.
- Strong organizational and document management skills.
- Ability to review documentation for completeness and accuracy.
- Ability to communicate professionally with employees, subcontractors, and vendors.
- Ability to manage multiple administrative and accounting tasks simultaneously.
- High attention to detail and ability to follow defined processes.
Nice To Haves
- Previous administrative or accounting support experience.
- Experience working with construction project documentation or billing processes.
Responsibilities
- Review approved employee timecards and supporting documentation to ensure they align with project billing requirements and client-approved standards.
- Reconcile reported labor hours, including overtime, against pre-approved billing authorizations and project requirements.
- Identify discrepancies between timecard entries and approved billing conditions.
- Communicate with employees and supervisors to resolve documentation issues and obtain required corrections or approvals.
- Organize and maintain timecards and supporting documentation in preparation for billing submission.
- Maintain clear and consistent documentation filing structures to support accurate and auditable billing records.
- Review subcontractor documentation required for billing.
- Track required forms and documentation submissions.
- Communicate with subcontractors to obtain missing or incomplete documentation.
- Maintain organized subcontract documentation files.
- Serve as the primary reception contact for visitors and incoming calls.
- Direct visitors and calls to the appropriate team members.
- Retrieve, distribute, scan, and file incoming mail.
- Monitor shared inboxes and route incoming documents appropriately.
- Maintain organized electronic and physical filing systems.
- Coordinate vendor services including office supply vendors and cleaning services.
- Order and stock office supplies and essential workplace items.
- Ensure kitchen and restroom areas remain stocked with necessary supplies.
- Maintain vendor contact information and coordinate routine service visits.
Benefits
- Medical Insurance - 2 plans to choose from
- Dental Insurance - In and out of network benefits
- Vision Insurance - Employees have the option of 2 vision plans
- Short and Long-Term Disability - 5 plans to choose from
- Health Savings Account with company-added contribution
- Employer-paid Life Insurance with the option to purchase additional life insurance.
- 401(k) with 4% company match
- Accrue 104 hours paid time off (PTO) annually to start
- Nine (9) Paid Holidays
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
