Accounting Office Manager

USA SiteWorx is a leading provider of grading, site work, and construction services. We are looking for a detail-oriented and highly organized Accounting and Office Manager to join our team. If you thrive in a fast-paced environment and have a strong background in construction accounting and financial management, we want to hear from you!

Job Overview:

The Accounting and Office Manager will play a vital role in managing our accounting and office administration activities for our company. Working closely with our field operations team, this individual ensures accurate invoicing, maintains financial records, and tracks project estimates, purchase orders, and change requests. This role requires strong attention to detail and someone who is good at completing tasks efficiently, is highly organized, and has solid accounting knowledge. Prior experience in construction accounting (especially in custom residential building, grading, or site work) is highly preferred.

Key Responsibilities:

Billing & Accounts Receivable:

• Prepare, process, and track progress billings, final invoices, and project estimates in alignment with contract terms and project budgets.
• Collaborate with contractors to manage purchase orders related to extra work or changes in scope.
• Track and reconcile billing items, including approved POs, timesheets, and change requests.
• Maintain accurate documentation of billing correspondence and payment follow-ups.
• Monitor A/R aging reports and follow up on outstanding balances to ensure timely collection.
• Assist in month-end close processes, including account reconciliations and financial reporting.

Project Coordination & Administrative Support:

• Support estimators and project managers with job cost reporting and project tracking.
• Maintain contractor files, including contracts, Certificates of Insurance (COIs), and lien releases.
• Ensure adherence to financial, regulatory, and contract compliance standards.
• Organize and maintain financial and administrative documents in both digital and physical formats.
• Contribute to process improvement and cross-departmental coordination to enhance billing efficiency.

The above statements are intended to describe the general nature and level of work being performed by the person assigned this classification. They are not to be construed as an exhaustive list of all job duties performed.

Qualifications & Skills:

• 5 years of experience in a construction office setting, focusing on accounting, billing, receivables, or administrative coordination.
• Proficient in QuickBooks/Zoho Books, Microsoft Office Suite (Excel, Word, Outlook), and project management software.
• Strong understanding of construction billing, job costing, and related terminology.
• Background in custom building, residential construction, grading, or site work is a plus.
• Excellent time-management and multitasking abilities with sharp attention to detail.
• Strong written and verbal communication skills.
• Self-motivated with the ability to work independently or as part of a collaborative team.

Benefits:

• Competitive compensation based on experience.
• Health, dental, and vision insurance.
• 401K Retirement savings plan.
• Paid time off and holidays.
• Opportunities for professional development and advancement