Job Description

We are seeking a detail-oriented and highly organized  Construction Administrative Assistant  to join our team. This position plays a key role in supporting our accounting and project management functions, ensuring the accurate and efficient handling of financial and administrative tasks within a construction environment. The ideal candidate will have experience in construction or related industries and possess a strong understanding of accounting principles, administrative procedures, and job cost tracking.

Key Responsibilities

• Assist with  accounts payable and receivable , ensuring timely entry and reconciliation of invoices and payments.
• Prepare and process billing  to clients, including progress billing and change order documentation.
• Track job costs  and assist with project budget management, ensuring expenses are coded correctly and aligned with project budgets.
• Maintain vendor and subcontractor records , including W-9s, certificates of insurance, and contract documents.
• Support project managers and accounting staff with  project documentation , such as contracts, purchase orders, and lien waivers.
• Prepare and submit  payroll hours and timesheets  to payroll processor; assist with certified payroll when applicable.
• Monitor and follow up on  compliance requirements , such as licensing, insurance, bonding, and permit renewals.
• Coordinate with suppliers, subcontractors, and clients to facilitate timely delivery of documents and payments.
• Provide  administrative support  such as filing, scanning, correspondence, and organizing project folders (both physical and digital).
• Assist with  month-end and year-end closing  processes and compile reports as needed for management.
• Support general office duties and assist with cross-functional administrative tasks as required.

Qualifications

• 2+ years of experience in an administrative or accounting support role, preferably in the construction industry.
• Familiarity with  construction accounting software  (e.g., QuickBooks, Sage 300 CRE, JobTread, or similar).
• Solid understanding of basic  accounting principles and financial documentation .
• Proficiency in  Microsoft Office Suite  (Excel, Word, Outlook) and PDF editing software.
• Excellent  organizational skills  with strong attention to detail and accuracy.
• Ability to  prioritize tasks , work independently, and meet deadlines in a fast-paced environment.
• Strong  verbal and written communication  skills.
• High school diploma or equivalent; Associate degree or coursework in accounting or business administration is a plus.

Work Environment & Schedule

• Full-time, Monday through Friday, during standard business hours.
• Primarily office-based, with occasional site visits or remote work as needed.

Compensation & Benefits

• Competitive hourly rate or salary based on experience.
• Benefits may include health insurance (medical, dental and vision) paid time off, retirement plan contributions, and opportunities for advancement

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