Accounting Specialist

Accounting Specialist / Accounting & Office Administrator

Job Description

This role combines accounting, payroll, office administration, and project support to keep a growing construction organization running smoothly. The Accounting Specialist / Accounting & Office Administrator maintains accurate financial records, processes payroll, supports construction project documentation, and ensures efficient day-to-day office operations. The position suits a detail-oriented professional with construction industry experience who enjoys managing multiple responsibilities in a fast-paced environment.

Responsibilities

+ Manage full-cycle Accounts Payable and Accounts Receivable processes, ensuring timely and accurate posting of all transactions.

+ Process vendor invoices, subcontractor payments, and customer billings in alignment with company policies and project requirements.

+ Assist with month-end and year-end close activities, including reconciliations and preparation of supporting schedules.

+ Prepare and file sales tax returns and other required financial and regulatory reports.

+ Reconcile accounts and maintain accurate, up-to-date financial records and ledgers.

+ Support budgeting and financial reporting activities by providing data, reports, and analysis as needed.

+ Process weekly payroll for field and office employees, ensuring accuracy and compliance with applicable regulations.

+ Prepare and submit union reporting requirements in a timely and accurate manner.

+ Maintain employee personnel files and onboarding documentation, ensuring records are complete and organized.

+ Assist with benefits administration and employee record management in coordination with leadership.

+ Support compliance with employment regulations and company policies by maintaining accurate documentation and processes.

+ Serve as the primary point of contact for incoming phone calls and general inquiries, providing professional and courteous assistance.

+ Coordinate incoming and outgoing mail and other office communications to ensure efficient information flow.

+ Maintain organized filing systems, both electronic and paper-based, for financial, administrative, and project documentation.

+ Order office supplies and manage vendor relationships and accounts to support daily office operations.

+ Provide administrative support to project managers and leadership teams, including document preparation and coordination.

+ Assist with project setup and maintenance within the accounting system, ensuring accurate coding and tracking.

+ Track contracts, change orders, and project-related documentation to support project control and compliance.

+ Prepare and monitor subcontracts and purchase orders in coordination with project and accounting teams.

+ Assist in compiling project closeout packages, including warranties, manuals, and related documentation.

+ Maintain organized project records for audits, compliance reviews, and internal reporting purposes.

+ Support job costing and project tracking activities, including monitoring costs, progress billing, and related accounting entries.

Essential Skills

+ Minimum of 3 years of accounting, bookkeeping, or office administration experience within the construction industry.

+ Experience working for a construction, mechanical contracting, or related organization.

+ Knowledge of job costing, progress billing, and construction accounting principles.

+ Hands-on experience with Accounts Payable, Accounts Receivable, billing, invoicing, and reconciliation.

+ Experience processing payroll for both field and office employees.

+

Experience with construction accounting and project accounting, including subcontract administration.

+ Proficiency using Sage accounting software.

+ Strong proficiency with Microsoft Excel and other Microsoft Office applications.

+ Demonstrated ability to work independently, prioritize tasks, and manage multiple deadlines in a fast-paced environment.

+ Strong organizational, communication, and problem-solving skills.

+ High level of accuracy, attention to detail, and professionalism in all work performed.

Additional

Skills & Qualifications

+ accounting coordination or accounting specialist roles within construction or related industries.

+ Experience supporting union reporting requirements and benefits administration.

+ Experience in office administration, including managing phones, mail, filing systems, and office supplies.

+ Familiarity with bookkeeping practices and full-cycle accounting processes.

+ Comfort working closely with project managers and leadership teams to support project and financial objectives.

+ Ability to maintain well-organized project and financial records for audits and compliance reviews.

Work Environment

This is a full-time role with a standard schedule of Monday through Friday, 7:00 a.m. to 4:30 p.m. The position offers a flexible working location, supporting a balance between office-based work and other approved arrangements as appropriate for the role. The environment is fast-paced and collaborative,…