Administrative Assistant - Construction

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