Construction Accounting Assistant

JOB SUMMARY

Maylor Foundation Contractors is seeking a detail-oriented Construction Accounting Assistant to support our Construction Accountant with the day-to-day financial operations of the company. This role handles a high volume of transactional accounting work — invoice entry, accounts payable and receivable, lien waiver tracking, vendor maintenance, and job costing support — that keeps our projects financially organized and our books accurate. The ideal candidate is highly organized, comfortable in Excel and construction accounting software, and understands (or is eager to learn) the specific compliance requirements that come with construction accounting, including lien waivers and AIA billing.

KEY RESPONSIBILITIES

Accounts Payable & Invoice Processing

•     Enter vendor and subcontractor invoices accurately and promptly, coding each to the correct job, phase, and cost code.

•     Match invoices to purchase orders and subcontracts; flag discrepancies in pricing, quantities, or terms before payment is processed.

•     Maintain organized digital files of all invoices, packing slips, and supporting documentation for audit-readiness.

Accounts Receivable & Billing Support

•     Assist in preparing AIA-style owner pay applications (G702/G703), tracking schedule of values, retainage, and billing status across active projects.

•     Support accounts receivable follow-up — track outstanding invoices and pay applications, and assist with collections correspondence.

•     Help track retention balances and ensure retainage is billed and collected accurately through project closeout.

Lien Waiver & Compliance Tracking

•     Collect, track, and file conditional and unconditional lien waivers from subcontractors and suppliers on every pay cycle.

•     Verify lien waivers are received and correctly executed before releasing payment, protecting Maylor's lien rights on every project.

•     Maintain an organized lien waiver tracking log across all active jobs and flag any missing or outstanding waivers to the Construction Accountant.

Vendor Maintenance & Job Costing Support

•     Set up and maintain vendor and subcontractor records — W-9s, insurance certificates, contact information, and payment terms — in the accounting system.

•     Support job costing by ensuring labor, material, subcontractor, and equipment costs are coded to the correct job and cost code.

•     Assist the Construction Accountant with monthly Work-in-Progress (WIP) report preparation by pulling and organizing job cost data.

•     Help track committed costs — purchase orders, subcontracts, and change orders — to support accurate project cost reporting.

General Accounting Support

•     Assist with bank and credit card statement reconciliation and general ledger data entry as directed.

•     Support month-end and year-end close processes, including document gathering and file organization for the external CPA.

•     Respond to routine vendor and internal inquiries regarding invoice status, payments, and account balances.

QUALIFICATIONS

Experience & Education

•     1–2 years of experience in an accounting, bookkeeping, or AP/AR support role; construction industry experience strongly preferred.

•     High school diploma required; associate's degree in Accounting, Business, or a related field preferred.

•     Exposure to construction-specific accounting concepts — job costing, lien waivers, AIA billing, or retainage — is a significant advantage.

Technical Skills

•     Efficient in Microsoft Excel and the Microsoft Office Suite; comfortable with formulas, data entry, and organizing large sets of financial data.

•     Experience with construction accounting software (Foundation Software, Sage 300 CRE, Viewpoint, QuickBooks, or similar) preferred; willingness to learn Maylor's systems is required.

•     Strong data entry accuracy and attention to detail — errors in coding or invoice entry directly affect job cost reporting.

Competencies

•     Highly organized — manages a high volume of invoices, waivers, and vendor records across multiple active projects without losing accuracy.

•     Trustworthy — handles vendor, payment, and financial information with discretion and integrity.

•     Proactive — flags missing documentation, discrepancies, or compliance gaps before they become problems.

•     Clear communicator — comfortable corresponding with vendors, subcontractors, Project Managers, and the accounting team.

Maylor Foundation Contractors is a premier geotechnical construction company based in Florida, serving the entire state. We specialize in Florida Department of Transportation projects, large-scale foundations, and custom-engineered geotechnical solutions. With a strong commitment to speed, safety, and quality, our team delivers precise and dependable foundation work through cutting-edge technology and advanced construction techniques.

We value honesty, trustworthiness, teamwork, and excellent communication. We are looking for motivated individuals who want to grow with a dynamic company dedicated to professionalism and high-quality engineered construction services.