Accounting & Project Support Generalist

We are looking for an Accounting and Project Support Generalist to join the team at our headquarters in Greendale, Indiana. This position may be part-time or full-time based on response received to this posting. This position would provide administrative support to the Accounting Department and be available to the Project Management team or other office teams for special projects, as needed.

Duties and Responsibilities

Accounting Support

• Enter vendor invoices accurately and timely into the accounting system, ensuring proper sales and use tax are accounted for as well as ensuring invoices are applied accurately against open work orders or purchase orders.


• Assist with processing and tracking subcontractor change orders.


• Assist with preparation and issuance of purchase orders via Docusign.


• Reconcile vendor statements and research discrepancies, missing invoices, duplicate billings, or unapplied credits.


• Other clerical duties, as needed.

Project Management/Administrative Support

• Provide administrative support to Project Managers as needed for day-to-day project functions.


• Assist with project setup and maintenance of project files, logs, and documentation.


• Help schedule meetings, prepare agendas, take notes, and distribute meeting minutes.


• Answer the Maxwell main telephone line and direct calls appropriately when the receptionist is away from her desk.


• Support other office teams with special projects and administrative needs as assigned.

Job Requirements

• Associate’s Degree or 2 years relevant experience or equivalent combination of education, training and/or experience.


• Proficiency in Microsoft Office, especially Excel, Word, Outlook, and PDF/document management tool.


• Prior administrative, construction office, project support, or coordination experience preferred.


• Strong attention to detail, organizational, and multi-tasking skills.


• Interpersonal skills and the ability to work effectively with all levels throughout an organization.


• Must be accountable to escalate issues promptly, learn and apply knowledge quickly, and meet deadlines.


• Must follow established policies and procedures and execute to completion without need of follow up by management.

Employer is EOE/M/F/D/V.