Accounting Specialist

Job Summary:

We are seeking a highly organized, detail-oriented, and proactive individual to join our team as a Project Administration & Accounting Specialist. This role combines accounting functions and construction administrative tasks, ensuring accurate financial tracking, smooth project operations, and effective communication across teams. The ideal candidate will possess strong multitasking abilities and a solid understanding of both financial processes and construction operations.

Key Responsibilities:

Accounting & Financial Management:

• Record all financial transactions, categorizing them by business segment and job cost category.
• Monitor Accounts Payable (AP), providing payment schedules, processing payments upon approval, and ensuring timely invoice and receipt tracking with vendors.
• Oversee the electronic interface between vendors and accounting software, ensuring invoices/receipts are accounted for and appropriately coded.
• Perform weekly cash position analysis and report findings to management.
• Collaborate with project managers to create customer invoices and provide budget-to-actual reporting by project.
• Record payroll journal entries and perform monthly bank account reconciliations to ensure accurate financial records.
• Prepare monthly financial reporting packets for management, and monthly draw requests for new-build construction projects.
• Maintain and update electronic vendor files, including W-9s, certificates of insurance, and lien waivers.
• Track project budgets vs. actual costs, updating as needed, and ensure that all project expenses are accurately coded and categorized.

Construction Administration & Project Support:

• Monitor and maintain project schedules, calendars, and trackers, ensuring timelines are accurate and clear for all team members.
• Maintain vendor accounts at supply houses and track due dates for invoices, as well as licensing renewals for compliance.
• Regularly update pricing tools to reflect new markups and labor rates, ensuring pricing information is current.
• Assist in maintaining records of vehicle and equipment maintenance, acquisitions, and compliance with upkeep requirements.
• Collaborate with the team to improve and optimize project tracking systems for greater efficiency.

General Requirements:

• Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.
• Excellent communication skills, both written and verbal, with the ability to collaborate across teams.
• Familiarity with construction processes and terminology required.
• Proficiency in Microsoft Office Suite (Excel, Word), with experience in project management tools or tracking systems (Jobber experience a plus, but not required).
• High attention to detail, particularly in financial documentation and tracking.
• Ability to handle confidential and sensitive information with discretion and work both independently and as part of a team.

Qualifications:

• 3-5 years of relevant experience in accounting or construction administration.
• Accounting education preferred
• Proficiency in accounting software (e.g., QuickBooks, Sage), Microsoft Office Suite and Google Suite.
• Ability to maintain accurate records and provide detailed financial reporting.

Benefits:

• Health, Dental and optional Life Insurance.
• 80 hours of Paid Time off in your first year.
• Paid Holidays
• Phone Reimbursement

This job description is not an all-inclusive list of functions and tasks. Over the length of employment, these functions and tasks may change.

If you are a motivated individual with a passion for construction administration and accounting, and are eager to contribute to the success of our projects, we encourage you to apply!

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.