The Office and Accounting Assistant plays a critical role in supporting the accounting department and ensuring smooth office operations. This position is responsible for a variety of tasks including accounts payable and receivable, document management, state reporting, and general office administration. The ideal candidate will demonstrate strong organizational skills, attention to detail, and a commitment to maintaining accurate financial records.
Key Responsibilities & Essential Functions:
Accounting Support (60%)
- Accounts Payable and Receivable
- Process invoice data entry and ensure timely payments to vendors.
- Verify the accuracy of invoices against purchase orders and delivery receipts.
- Conduct monthly reconciliations of accounts payable to ensure all invoices are accounted for.
- Oversee customer payment inquiries and resolve discrepancies promptly.
- Prepare weekly aging reports to track outstanding invoices and follow up on overdue accounts.
- Issue invoices to customers and ensure they are accurate and timely delivery.
- Assist Project Managers with accounts receivable collections and maintain relationships with clients.
- General Ledger Maintenance
- Update and maintain general ledger reconciling spreadsheets, ensuring all entries are accurate and up to date.
- Assist with month-end close processes, including journal entries and reconciliations.
Records Administration (20%)
- Compliance and Reporting
- Submit and maintain corporate annual reporting by state, ensuring compliance with all applicable regulations.
- Process quarterly and annual IFTA filings, verifying receipts for accuracy.
- Project Documentation & Project Support
- Organize and maintain project folders, ensuring all documents are filed correctly and accessible.
- Create new project binder for Project Managers and assist with documentation of project milestones.
- Assist with project submittal and follow up.
Office Administration (20%)
- Administrative Support
- Manage office supply inventory, including ordering and restocking supplies as needed.
- Assist with event planning, including coordination for meetings, training sessions, and team building activities.
- Support Project Engineer with all field travel.
- Manage daily mail collection and distribution, ensuring timely communication within the office.
- Vendor Management
- Maintain and update all vendor and client W-9 forms and Certificates of Insurance.
- Assist in the onboarding of new vendors, including the collection of necessary documentation.
Non-Essential Functions
- Attend industry seminars and workshops for professional development, subject to supervisor approval.
- Participate in additional projects and tasks as assigned by management to support the overall team objectives.
Knowledge, Skills, and Abilities
- Communication Skills: Excellent verbal and written communication skills are essential for interacting with vendors, clients, and team members.
- Organizational Skills: Strong organizational and multitasking abilities to manage competing priorities and deadlines effectively.
- Technical Proficiency: Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experienced with accounting software (e.g., QuickBooks, Sage).
- Analytical Skills: Ability to analyze financial data and identify discrepancies or areas for improvement.
- Team Player: Demonstrates a collaborative approach and willingness to assist colleagues as needed.
Education, Training, and Experience
- Education: Associate Degree in Business, Accounting, or a related field is preferred.
- Experience: Minimum of 2 years of full-time work experience in accounting or office administration.
- Industry Knowledge: Experience in the construction industry or familiarity with construction accounting practices is preferred.
Physical Requirements
- Must be able to sit or stand at a stationary workspace for up to 100% of the workday.
- Regular use of computer screens, keyboards, and phones is required.
- Occasional lifting of office supplies or documents up to 25 pounds may be necessary.
Supervisory Responsibility
- This position has no direct reports but may provide guidance to interns or junior staff as needed.