Construction Accounting & Office Manager

Construction Accounting & Office Manager

Independent General Contracting, LLC
Westhampton, NY (In Office)
Full-Time

About Independent General Contracting, LLC
Independent General Contracting (IGC) is a full-service civil construction company specializing in large-scale civil construction, site development, and infrastructure projects. As a self-performing contractor, IGC manages key components in-house—from planning and design through demolition, excavation, grading, utilities, and final closeout—allowing greater quality control, flexibility, and on-time project delivery.

Position Summary
Independent General Contracting is seeking an experienced Construction Accounting & Office Manager to oversee the day-to-day accounting and administrative operations from our Westhampton office. This hands-on role is responsible for construction accounting, monthly AIA progress billings, payroll and certified payroll, job costing, banking, accounts payable and receivable, subcontractor compliance, insurance administration, and overall office operations.

Accounting & Financial Management
· Manage daily accounting functions using QuickBooks
· Process accounts payable and vendor payments
· Prepare customer invoices and manage accounts receivable collections
· Perform monthly bank and credit card reconciliations
· Maintain accurate general ledger records
· Assist with month-end and year-end closing activities
· Coordinate with the outside CPA on monthly and year-end financial reporting
· Prepare management reports including AR Aging, AP Aging, Work-in-Progress (WIP), and job profitability reports

AIA Billing & Project Billing
· Prepare monthly AIA Applications and Certificates for Payment (requisitions)
· Prepare owner billing packages in accordance with contract requirements
· Coordinate with project managers to determine percent complete, stored materials, approved change orders, and supporting documentation
· Submit monthly payment applications through owner portals or electronic systems
· Track billing status and collections
· Process retainage billings and final payment applications
· Maintain schedules of values, contract values, approved change orders, and billing schedules
· Reconcile billings to project budgets and job cost reports
· Prepare lien waivers, sworn statements, and other payment documentation

Payroll & Certified Payroll
· Process weekly payroll
· Prepare and submit certified payroll reports
· Maintain payroll records
· Coordinate employee time reporting and job costing
· Assist with prevailing wage compliance

Job Costing & Project Accounting
· Maintain accurate job cost records
· Allocate labor, equipment, materials, and subcontractor costs
· Support project managers with financial information
· Assist with project profitability analysis

Construction Administration
· Maintain project files and electronic job folders
· Organize contract documents
· Maintain Procore and shared project files
· Prepare W-9 documentation
· Process vendor and customer credit applications
· Coordinate documentation for bonding companies

Insurance & Compliance
· Obtain and track subcontractor insurance certificates
· Maintain company insurance policies
· Coordinate insurance renewals
· Assist outside CPA with workers' compensation and general liability audits
· Maintain rental equipment insurance records
· Manage vendor compliance documentation

Office Administration
· Receive and distribute mail
· Manage office supply inventory
· Coordinate IT support
· Assist with special projects
· Continuously improve office procedures

Qualifications
· 5 years of accounting/bookkeeping experience
· Construction accounting experience strongly preferred
· Experience preparing AIA requisitions
· Knowledge of retainage, schedules of values, change orders, and progress billing
· Certified payroll experience
· Strong QuickBooks and Microsoft Excel skills
· Job costing experience
· Experience with Procore or similar construction software preferred
· Excellent organizational and communication skills

Why Join IGC?
· Growing and stable company
· Competitive salary
· Paid Time Off
· Health benefits (if offered)
· 401(k) or retirement benefits (if offered)
· Performance bonus potential
· Professional growth opportunities

Schedule
Monday-Friday
Full-Time
In Office - Westhampton, NY

Compensation
$90k - $125k - Competitive salary commensurate with experience.