Accounting Assistant

We are seeking a highly organized and detail-oriented Accounting Assistant to support both office operations and project accounting functions. This role is critical to keeping our projects and financial processes running smoothly and will work closely with our Accounting Manager, Project Managers, and leadership team. The ideal candidate is proactive, comfortable handling multiple responsibilities, and thrives in a fast-paced construction environment.

General Office Administration

· Manage front office operations including answering main phone line and greeting visitors

· Maintain and update office phone system

· Order and manage office, kitchen, and supply inventory

· Handle incoming/outgoing mail, FedEx, and UPS shipments

· Coordinate calendars, meetings, and appointments

· Perform general administrative support tasks and office upkeep

· Process bank deposits as needed

· Maintain organized filing systems (physical and digital)

· Archive closed projects and documents (drawings, permits, etc.)

· Maintain company directories in Procore and Sage 300

· Assist with employee onboarding paperwork including benefits enrollment and waivers

· Set up new projects in Procore from estimates

· Maintain project directories and user access

· Manage drawings and revisions in Procore and internal folders

· Maintain shared project files (Dropbox or similar platforms)

· Assist with subcontract and purchase order preparation, distribution, and tracking

· Track and manage Certificates of Insurance (COIs) for compliance

· Support change order process (PCCOs, PCOs, CCOs)

· Assist with shop drawing tracking and organization

· Coordinate project closeout documentation (as-builts, warranties, O&Ms)

· Respond to subcontractor inquiries and assist with Procore usage

Accounting & Financial Support

· Download and organize subcontractor invoices for processing

· Enter approved vendor invoices into Sage

· Track and follow up on missing billing documentation

· Maintain invoice workflow from “To Be Processed” through “Ready to Pay”

· Prepare weekly check runs (printing, organizing, and routing for approval)

· Coordinate check distribution (mail/FedEx) and track follow-ups

· Assist with lien waiver collection and compliance tracking

· Scan and distribute voucher/check documentation to Accounting Manager

Qualifications

· 2–5 years of experience in administrative, accounting, or construction office roles

· Experience in construction industry strongly preferred

· Familiarity with Procore and/or Sage is a major plus

· Strong organizational and time management skills

· High attention to detail and accuracy

· Ability to manage multiple tasks and deadlines

· Strong communication skills (internal team subcontractors)

· Proficiency in Microsoft Office (Excel, Outlook, Word)