Administrative & Accounting Assistant
Seeking a motivated and detail-oriented Administrative & Accounting Assistant to join our team. This role combines traditional administrative support with accounting assistant responsibilities, providing essential support to our operations, accounting, and project management teams. The ideal candidate will be proactive, organized, and comfortable handling both financial documentation and day-to-day office functions in a fast-paced construction environment.
Key Responsibilities
Administrative & Office Support
- Retrieve and distribute mail from the PO Box
- Monitor voicemail inbox; triage and forward messages to appropriate staff
- Order and maintain office and kitchen supplies (weekly or as needed)
- Coordinate and assist with office-wide mailings (FedEx, USPS, mass distributions)
- Oversee onboarding logistics for new hires, including distributing apparel, and coordinating technology setup (iPads, covers, stylus pens, etc.)
- Serve as a liaison for internal tech support; maintain equipment such as copiers, printers, and plotters
- Coordinate the ordering and proofing of company apparel and marketing materials
Accounting & Project Support
- Assist with accounts payable processes and credit card receipt reconciliation
- Gather, organize, and assemble invoices for residential billing packets
- Generate and track monthly lien waivers for residential projects
- Proofread, format, and edit AIA subcontracts for accuracy and consistency
- Track and enter new vendor packets into Sage accounting system
- Obtain, monitor, and update certificates of insurance for office and subcontractors; send monthly reports on expired policies
Requirements
Accounts Payable (AP), Accounts Receivable (AR), Data Entry, Invoice Processing, Lien Waivers, Sage Accounting Software, AIA Billing, AIA Documents
Keys/Required Skills & Qualifications:
- 2+ years in an administrative or accounting support role, preferably in a construction or project-based environment
- Understanding and ability to do AP, vendor communication
- Strong written and verbal communication skills with exceptional attention to detail
- Comfortable proofreading legal or contractual documents (e.g., AIA subcontracts)
- Highly organized and able to manage multiple priorities with efficiency and accuracy
- Demonstrated ability to handle confidential information and sensitive financial data
Preferred Experience:
- Working knowledge of Sage, Bluebeam, and AIA billing software, as well as strong MS Office suite (including excel)
- Familiarity with construction industry workflows, including lien waivers, subcontractor compliance, and invoice processing
For immediate consideration please call Eric Lebow directly at 508-205-2127