Job Summary

The main responsibility of the Accounting Administrative Assistant is to assist the Accounting Department in performing all accounting-related functions for a specific project(s) from inception to close-out.  

Essential Job Functions, Duties and Responsibilities

• Setup and maintenance (scanning) of all accounting-related files including G&A Files, Subcontract Files, A/P Files, DPO Files, NTO Files, etc.  These files may be electronic files or actual hard copy files, and Accounting Administrative Assistant will be responsible for both.
• Organizing invoices per project, stamping, routing to PMs for approval and following up as needed. 
• Assistance with monthly billings - Collection and organization of supporting documentation including subcontractor conditional and unconditional releases of lien and sworn statements as required.
• Subcontractor compliance – ensure that executed contracts, change orders, insurance, bonds, NTO, releases of liens, sworn statements, etc. are received and within proper parameters and entered into appropriate system.
• Check preparation – assist in putting together sub/vendor payments by printing Sub Status Reports, Vouchers, Releases, etc.
• Releasing checks to subs and verifying compliance (contract, c/o, insurance, NTO, SS, etc.).
• Change Orders – Assist in putting together Company and sub change orders, routing them for signature to PM and subs, scanning as appropriate.
• Making copies, mailing, shredding as needed.
• Communicating with subs/vendors for additional billing info such as labor tickets, packing slips, etc. Requesting monthly billing for subs who did not bill but performed work.
• Database Maintenance – includes updating AP Vendor Master, PM Firm Master, entering sub/vendor insurance as applicable, etc.
• Closeout package preparation – Preparation of closeout packages to clients.    

 
Educational, Skills, and Experience Requirements

• At least three (3) years’ experience as an Accounting Administrative Assistant for similar type firm. 
• Must be able to handle multiple tasks and have strong organizational skills.
• Self-motivated.
• Must have strong communication skills to be able to deal with our subcontractors, vendors, and both internal and external customers in a courteous and professional manner. 

Working Conditions
Physical requirements include the following:

• Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Occasionally required to stand and walk.
• Occasionally lift and/or move up to 10 pounds.
• Hearing and speaking ability sufficient to carry on a conversation with another individual (or groups of individuals) in person and over the telephone.