Administrative Assistant – Accounts Receivable / Accounts Payable

Administrative Assistant – Accounts Receivable / Accounts Payable

Job Summary:

Master Paving Engineering is seeking a highly organized and detail-oriented Administrative Assistant with experience in Accounts Receivable and Accounts Payable. This position supports the office, project management, accounting, and operations teams by helping keep documentation, invoices, payments, vendor information, and administrative workflows accurate and up to date. The ideal candidate must be reliable, organized, comfortable working in a fast-paced construction office, and experienced with billing, vendor invoices, payment follow-ups, data entry, document tracking, and administrative coordination.

Company:

Master Paving Engineering

Location:

South Florida

Job Type:

Full-Time

Schedule:

Monday–Friday

Key Responsibilities

Accounts Receivable Support:

• Assist with preparing and tracking customer invoices.
• Follow up on outstanding payments and aging receivables.
• Maintain organized records of invoices, payment status, and customer communication.
• Help collect backup documents required for billing, including tickets, approvals, signed work orders, delivery slips, purchase orders, and project documentation.
• Coordinate with project managers to confirm billing information is accurate before invoices are submitted.
• Track retainage, partial payments, and unpaid balances.
• Assist with monthly A/R reporting and collections follow-up.

Accounts Payable Support:

• Receive, organize, and enter vendor invoices.
• Match vendor invoices with purchase orders, delivery tickets, receipts, and approvals.
• Follow up with vendors for missing documents, statements, invoices, and W-9 forms.
• Help maintain vendor files and payment records.
• Assist with preparing invoices for review and approval by management.
• Track due dates and help prevent late payments.
• Communicate with vendors regarding payment status and invoice discrepancies.

Administrative Support:

• Answer phones, respond to emails, and assist with general office communication.
• Maintain organized digital and physical filing systems.
• Assist with data entry, document preparation, scanning, uploading, and recordkeeping.
• Support project managers, office manager, and accounting team with daily administrative needs.
• Help track permits, insurance certificates, vendor documents, project files, and office records.
• Assist with internal follow-ups to make sure tasks, documents, and approvals are completed on time.
• Keep office information accurate, organized, and easy to access.

Construction Office Support:

• Assist with project-related documentation such as purchase orders, subcontractor paperwork, change order backup, delivery tickets, and field reports.
• Coordinate with field staff when backup documents are missing or incomplete.
• Help organize job cost documents and project files.
• Support communication between office staff, project managers, vendors, subcontractors, and customers.
• Maintain professional communication with clients, vendors, and internal team members.

Required Qualifications:

• Prior experience in administrative support, accounting support, A/R, A/P, or office coordination.
• Experience with Accounts Receivable and Accounts Payable is required.
• Strong attention to detail and ability to follow up consistently.
• Comfortable working with invoices, vendor statements, payment records, and billing documentation.
• Strong organizational and communication skills.
• Ability to multitask and manage deadlines in a fast-paced environment.
• Proficient with Microsoft Outlook, Excel, and general office software.
• Ability to maintain confidentiality with financial and company information.
• Reliable, punctual, and professional.

Preferred Qualifications:

• Construction office experience preferred.
• Experience with QuickBooks preferred.
• Experience with Contractor Foreman, project management software, or construction documentation platforms is a plus.
• Familiarity with purchase orders, vendor tickets, job costing, subcontractor invoices, and project billing is a plus.
• Bilingual English/Spanish is a plus.

Ideal Candidate:

The ideal candidate is someone who is organized, proactive, and detail-driven. This person follows up without being reminded, keeps paperwork clean and accurate, communicates professionally, and understands that accurate billing and vendor documentation are critical to the company’s financial operations.

Compensation:

$18 - $22

Why Join Master Paving Engineering:

Master Paving Engineering is a growing civil construction company specializing in utilities, paving, earthwork, concrete, and public works projects throughout South Florida. This position is a great opportunity for someone who wants to grow within a professional construction office and become a key part of the company’s administrative and accounting support team

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Paid time off

Experience:

• Construction administrative: 2 years (Required)

Ability to Commute:

• Doral, FL 33122 (Required)

Work Location: In person

Salary : $18 - $22