Accounting & Asset Management Specialist

We are seeking a highly detail-oriented Accounting & Asset Management Specialist to join our team. This is more than a traditional accounting role — it is a critical operational position that ensures our financial systems, asset portfolio, and administrative processes run smoothly and accurately.

In this role, you will serve as the financial backbone of our construction and heavy equipment operations. From managing the full lifecycle of equipment assets — including financing and insurance — to supporting limited HR functions, your precision and organization will directly impact our company’s efficiency and success.

The ideal candidate thrives in a fast-paced construction environment, demonstrates a strong sense of ownership, and can pivot confidently between financial accounting, asset management, and administrative responsibilities.

• Accounts Payable (AP):
  Process vendor invoices, match receipts to purchase orders, ensure proper coding, and maintain timely payments to support strong supplier relationships.
• Accounts Receivable (AR) & Collections:
  Support the generation of client invoices, track receivables, and proactively manage collections to maintain healthy cash flow.
• Bank & Credit Card Reconciliations:
  Perform timely and accurate monthly reconciliations to ensure financial integrity and identify discrepancies.
• Financial Reporting Support:
  Assist with month-end closing processes, reporting preparation, and documentation for audits or tax filings.
• Bid & Proposal Financial Review:
  Partner with the Business Development Manager to review bid packages for financial accuracy, completeness, and supporting documentation prior to submission.
• Cost & Documentation Verification:
  Verify pricing inputs, insurance documentation, bonding requirements, and financial statements to ensure all bid submissions meet internal standards and external requirements.

• Fixed Asset Ledger Management:
  Maintain and reconcile the fixed asset register, tracking heavy equipment, vehicles, and machinery throughout their lifecycle.
• New Equipment & Vehicle Financing:
  Coordinate financing and loan documentation for new equipment and vehicles, including working with lenders to secure terms and ensuring accurate accounting setup.
• Insurance Administration:
  Manage insurance coverage for vehicles and equipment, including policy additions/removals, renewals, certificates of insurance, and claim documentation.
• Loan & Lease Tracking:
  Monitor loan and lease schedules, ensure timely payments, and reconcile debt balances monthly.

• Employee Lifecycle Management:
  Support onboarding (paperwork, system entry, compliance documentation) and offboarding processes.
• Benefits Coordination:
  Process and reconcile employee benefits, including health insurance, retirement contributions, and related deductions.
• Records Management:
  Maintain secure, organized, and confidential employee files (digital and physical).
• Administrative Support:
  Provide general administrative and compliance support as needed to maintain operational efficiency.

• Software Proficiency:
  Advanced experience with Quick Books (Desktop or Online) and Microsoft Office Suite, particularly Excel for reporting and data tracking.
• Industry
  
  Experience:
  
  Prior experience in construction, excavation, paving, timber, or heavy equipment industries preferred.
• Exceptional Attention to Detail:
  Ability to maintain high accuracy in data entry, reconciliations, payroll, and asset tracking.
• Organizational Strength:
  Capable of managing multiple deadlines and shifting priorities in a fast-paced environment.
• Communication
  
  Skills:
  
  Strong verbal and written communication skills for professional interaction with vendors, lenders, insurance providers, clients, and internal teams.
• Integrity & Confidentiality:
  Demonstrates discretion in handling sensitive financial and employee information.