An Accounting Supervisor supervises accounting staff, assists with accounting and auditing for a company, and prepares financial reports. Works with other department or operations staff to track expenditures and manage budgets.
Job Summary We are seeking a versatile, detail-oriented Administrative & Accounting Assistant to serve as the face and backbone of our active construction office. In this hybrid role, you will split your time between welcoming visitors at our front reception desk and supporting our finance department with essential construction accounts payable, subcontractor compliance, and vendor prequalification tasks. The ideal candidate thrives in a fast-paced construction environment, moves seamlessly between front-desk service and financial data entry, and possesses top-notch organizational skills. • fluency in is a strong plus• to effectively communicate with our diverse field crews, clients, and trade partners.
Front Desk & Administrative Responsibilities Reception:
Greet incoming clients, job applicants, field employees, and subcontractors warmly; maintain a tidy and professional front lobby environment.
Communications:
Manage the multi-line phone system, answering general inquiries, filtering solicitations, and routing urgent field/office calls to the correct team members in English and Spanish as needed.
Logistics:
Receive, sort, and distribute daily mail, courier packages, plans, and incoming construction submittals.
Scheduling:
Maintain the central conference room and meeting calendars for project updates and client consultations.
Construction Accounting & Compliance Responsibilities Accounts Payable:
Assist with high-volume, entry-level AP tasks, routing subcontractor and vendor invoices for project manager approval and accurately entering data into QuickBooks .
Vendor Reconciliation:
Review and reconcile monthly vendor statements against QuickBooks logs to identify and resolve billing or material charge discrepancies.
Risk & Compliance:
Request, track, and log Certificates of Insurance (COI) and W-9s from subcontractors, ensuring all insurance limits are active before they step on a job site.
Prequalifications:
Process customer credit applications and coordinate the intake of new subcontractor prequalification packages.
Qualifications Experience:
1-3 years of experience working as a front desk receptionist, administrative assistant, or clerical clerk— prior experience in a construction, engineering, or trade contractor office is highly preferred.
Software Skills:
Proven hands-on experience using QuickBooks for basic accounts payable or bookkeeping data entry; high proficiency with Microsoft Office (Outlook, Word, and Excel).
Language Skills:
• fluency in English and Spanish (verbal and written) is a strong plus.•
Core Competencies:
High level of accuracy in data entry, strong mathematical aptitude, exceptional multitasking abilities, and a professional, patient telephone demeanor. Join us to be part of a vibrant team dedicated to operational excellence! Your expertise will directly contribute to our success as you support vital financial functions while growing your career in a supportive environment that values innovation and integrity.
Pay:
$19.00 - $22.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance
