Administrative Assistant - Accounting

Position Description: The Accounting & Administrative Assistant supports project accounting operations and front office administration within a construction environment. The primary purpose of this role is to ensure project documentation required for billing and compliance is accurate, reconciled against approved billing standards, and organized in a manner that supports timely and auditable invoicing while maintaining efficient front office operations.

The role supports project accounting processes common to construction projects, including reconciliation of approved timecards against project billing requirements, subcontract documentation coordination, and preparation of billing documentation packages. The position also supports general office administration and reception functions to ensure the office operates smoothly without interrupting accounting and payroll workflow.

The ideal candidate has previous experience working in an administrative or project support role within the construction industry and understands the importance of accurate documentation, timely follow-up, and organized records in supporting project billing and operations.

Reports to: Accounting Supervisor

Supervises: N/A

Essential Duties & Responsibilities*:

Project Accounting Support

Billing Documentation Preparation

• Review approved employee timecards and supporting documentation to ensure they align with project billing requirements and client-approved standards.


• Reconcile reported labor hours, including overtime, against pre-approved billing authorizations and project requirements.


• Identify discrepancies between timecard entries and approved billing conditions.


• Communicate with employees and supervisors to resolve documentation issues and obtain required corrections or approvals.


• Organize and maintain timecards and supporting documentation in preparation for billing submission.


• Maintain clear and consistent documentation filing structures to support accurate and auditable billing records.

Subcontract Documentation Coordination

• Review subcontractor documentation required for billing.


• Track required forms and documentation submissions.


• Communicate with subcontractors to obtain missing or incomplete documentation.


• Maintain organized subcontract documentation files.

Office Administration & Reception

Reception and Office Support

• Serve as the primary reception contact for visitors and incoming calls.


• Direct visitors and calls to the appropriate team members.

Office Operations

• Retrieve, distribute, scan, and file incoming mail.


• Monitor shared inboxes and route incoming documents appropriately.


• Maintain organized electronic and physical filing systems.

Office Supplies and Vendor Coordination

• Coordinate vendor services including office supply vendors and cleaning services.


• Order and stock office supplies and essential workplace items.


• Ensure kitchen and restroom areas remain stocked with necessary supplies.


• Maintain vendor contact information and coordinate routine service visits.

Required Skills and Qualifications

• Proficiency with Microsoft Excel, Outlook, and Adobe Acrobat.


• Strong organizational and document management skills.


• Ability to review documentation for completeness and accuracy.


• Ability to communicate professionally with employees, subcontractors, and vendors.


• Ability to manage multiple administrative and accounting tasks simultaneously.


• High attention to detail and ability to follow defined processes.

Preferred Qualifications

• Previous administrative or accounting support experience.


• Experience working with construction project documentation or billing processes.

Pay Range

$23 - $28/hour depending on experience

Typically, candidates are hired between the minimum and midpoint of the pay range based on applicable experience, qualifications, and alignment with preferred skills.

Benefits

• Medical Insurance - 2 plans to choose from


• Dental Insurance - In and out of network benefits


• Vision Insurance - Employees have the option of 2 vision plans


• Short and Long-Term Disability - 5 plans to choose from


• Health Savings Account with company-added contribution


• Employer-paid Life Insurance with the option to purchase additional life insurance.


• 401(k) with 4% company match


• Accrue 104 hours paid time off (PTO) annually to start


• Nine (9) Paid Holidays

FLSA Status: Full time/Non-Exempt

The Fair Labor Standards Act (FLSA) establishes minimum wage and overtime requirements for employees. Under the FLSA, some employees are exempted from minimum wage and overtime pay requirements. The term “exempt” means the position is not eligible for overtime pay while “non-exempt” positions are eligible for overtime pay.

EEOC: Elite Construction & Development is an Equal Opportunity employer. All qualified candidates will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic or national origin, marital status, sexual orientation, gender identity or presentation, pregnancy genetics, veteran status, or any other status protected by state or federal law.

Please find out more about us on our website: www.elitecnd.com