Administrative Assistant / Bookkeeper - Construction

Administrative Assistant / Bookkeeper

Company: E Grey Industries LLC
Location: Oakdale, NY
Job Category: Accounting / Administrative / Construction
Employment Type: Full-Time, In-Person

Job Overview

Experienced Bookkeeper / Administrative Assistant

• Accounts Receivable & Accounts Payable
• QuickBooks Desktop
• Billing & Financial Recordkeeping
• Commercial Construction Experience Preferred

E Grey Industries LLC is seeking a reliable, detail-oriented Administrative Assistant / Bookkeeper to support our growing commercial general contracting business.

E Grey Industries is a New York State Certified Woman-Owned Business Enterprise (WBE) providing commercial construction and general contracting services throughout Long Island and New York City.

We are looking for an organized, motivated professional with strong bookkeeping skills who can manage day-to-day accounting functions, maintain accurate financial records, assist with billing and collections, and support general office operations.

Experience in commercial construction accounting, including AIA billing, progress billing, and subcontractor documentation, is highly desirable but not required for candidates with strong bookkeeping experience and the ability to learn.

This is a full-time, in-person position at our Oakdale, NY office.

Key Responsibilities

Accounting & Bookkeeping

• Manage accounts receivable, including customer invoicing, payment tracking, and collections follow-up.
• Process accounts payable, vendor invoices, and payments.
• Enter and maintain financial transactions in QuickBooks Desktop.
• Perform bank and credit card reconciliations.
• Maintain accurate general ledger records and assist with journal entries.
• Assist with month-end accounting and financial reporting.
• Track outstanding receivables and communicate payment status to management.
• Identify and resolve billing discrepancies.

Construction Billing & Project Administration

• Assist with preparation of customer invoices, progress billing, and payment applications.
• Support AIA billing and retainage tracking when applicable.
• Maintain project-specific accounting records and job-cost documentation.
• Track subcontractor invoices, purchase orders, and approved change orders.
• Organize certificates of insurance (COIs), W-9s, lien waivers, and other subcontractor documentation.
• Assist with certified payroll and project compliance documentation when required.
• Coordinate with project managers and field personnel to obtain necessary billing and job-cost information.

General Office Administration

• Maintain organized electronic and physical filing systems.
• Assist with correspondence, document preparation, and administrative requests.
• Organize contracts, proposals, purchase orders, and project documentation.
• Communicate professionally with customers, vendors, subcontractors, and internal staff.
• Support management with day-to-day administrative and operational tasks.

Required Skills & Qualifications

• Previous professional bookkeeping or accounting experience.
• Strong understanding of accounts receivable, accounts payable, and basic accounting principles.
• Proficiency with QuickBooks Desktop required.
• Proficiency with Microsoft Excel, Outlook, Word, and other Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and maintain confidentiality.

Preferred Qualifications

• Experience in commercial construction, general contracting, or a related trade.
• Familiarity with AIA billing, progress billing, and retainage.
• Experience with construction job costing and project accounting.
• Familiarity with subcontractor documentation, lien waivers, COIs, and W-9s.
• Experience with Microsoft SharePoint or similar document management systems.
• Bilingual English/Spanish is a plus, but not required.

Construction experience is preferred, not required. We welcome experienced bookkeeping professionals from other industries who are willing to learn construction-specific accounting processes.

Work Schedule

• Monday – Friday
• 8:00 AM – 4:30 PM
• Full-time, 40 hours per week
• In-person at our Oakdale, NY office
• No remote work

Compensation

• $32-$38 per hour based on direct experience.

About E Grey Industries

E Grey Industries LLC is a New York State Certified Woman-Owned Business Enterprise specializing in commercial general contracting and construction management. We serve clients across Long Island and the five boroughs of New York City, coordinating diverse trades and construction projects with an emphasis on quality, integrity, safety, and accountability.

We Facilitate. We Build. We Deliver.

E Grey Industries LLC is an equal opportunity employer. Employment decisions are made without regard to protected characteristics under applicable federal, state, and local law.