MRA Recruiting Services is hiring: Accounting Assistant in Waukesha

Overview

Accounting Assistant – Waukesha, WI

Responsibilities

• Accounts Payable / Job Costing
• New Projects
• Verify vendor addresses in the Accounts Payable system and internal job logs/checklists to match Federal W-9 information within one day of receipt
• Add subcontracts and suppliers to job logs/checklists to track submitted waivers
• Draft mechanics lien waivers including: real estate owner, job description, contract values, subcontractor legal name, and scope of work
• Distribute billing information to subcontractors within 7 days of subcontract issuance
• Monitor email and other sources for incoming subcontractor and supplier invoices to ensure timely receipt and recording
• Codify all invoices with correct amounts (including retention on applicable contracts) and route for required approvals
• Accurately enter invoices into the Accounts Payable system
• Review invoices for lien waivers, ensure compliance, and obtain any missing waivers
• Process and route general/admin invoices not related to jobs
• Gather information for joint checks and alert appropriate parties
• Assist in obtaining conditional and unconditional lien waivers from subcontractors and suppliers post-disbursement
• Understand waiver requirements per project by communicating with Project Managers, Project Coordinators, and Job Cost Accountant
• Draft accurate unconditional waivers in internal/client-specific formats
• Follow up weekly to ensure return of waivers
• Maintain logs of 2nd tier subcontractors and suppliers and collect waivers as needed
• Prepare payment checks with the following steps
• Coordinate with Job Cost Accountants during construction draws to verify required documents
• Communicate documentation needs with Project Coordinators and JCAs
• Help secure documentation to prevent delays in future payments
• Verify all needed documents are received within 48 hours before issuing checks
• Help obtain missing documentation that would delay payment
• Held checks – follow up periodically to release within 48 hours of check date
• Held invoices – track those that cannot be entered into Spectrum and route for approval; provide regular updates and work to resolve issues
• Process employee expense reports weekly and before payroll to ensure timely reimbursement
• Assist with general filing as required
• Proactively collect documentation from subcontractors/suppliers to enable check payments within 7 days of project funding
• Support JCAs with monthly subcontractor invoicing for timely client billing
• Send reminders to subcontractors/suppliers for monthly invoices
• Follow up on missing, incorrect, or unapproved invoices
• Prepare and distribute Accounts Payable checks
• Maintain accurate W-9 and 1099 records (FEINs, legal names, addresses)
• Update addresses in AP Utilities, Accounting Checklist, and notify relevant departments
• Support Use/Sales tax accrual preparation by sending relevant invoices to tax preparer
• Assist with credit card and bank reconciliations
• Help reconcile AP, AP retention, and run month-end reports
• Assist VP of Finance, Controller, and Managers with special projects
• Provide support to JCAs as directed
• Coordinate with other admin staff and Project Coordinators to assist with reception/phone coverage as needed

Qualifications

• Education: High School Diploma or equivalent required
• Associate’s degree in Accounting or Finance preferred
• 1–3 years’ experience in construction management accounts payable
• Knowledge & Skills: Proficiency with Microsoft Office (Excel, Outlook, File Explorer, Word); strong accounts payable knowledge; detail-oriented with strong organizational skills; self-motivated and able to work independently; willingness to learn and contribute to process improvements

Company note

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