Accounting & Administrative Specialist

Job Description

Job Description

Accounting & Administrative Specialist

Location: Valencia, CA
Job Type: Full-Time
Industry: Electrical Contracting / Construction & Service

About the Position

Summit Electric is looking for an organized, dependable, and detail-oriented Accounting & Administrative Specialist to support our day-to-day accounting and office operations.

This is a hands-on position with a primary focus on accounts payable, accounts receivable, invoicing, reconciliations, job-cost accuracy, accounting administration, and general office support . The position will work closely with our Office Manager and company leadership to help keep financial and administrative processes accurate, organized, and moving efficiently.

An important part of this role will also be helping us improve and document our internal processes . We are looking for someone who can learn how our office operates, identify opportunities for improvement, and help create clear SOPs and repeatable workflows.

The ideal candidate has previous accounting or bookkeeping experience, is comfortable working with accounting software, enjoys solving discrepancies, and is willing to take ownership of tasks from start to finish.

Experience working for an electrical, HVAC, plumbing, construction, service, or other trade contractor is highly valued.

Key Responsibilities

Accounts Payable & Vendor Administration

• Review and process vendor invoices accurately and on time
• Oversee our software-assisted invoice-matching process
• Review invoices matched against purchase orders, receipts, and supporting documentation
• Investigate invoice exceptions and resolve discrepancies
• Verify proper approvals, job numbers, cost codes, and supporting documentation
• Communicate with vendors regarding invoice discrepancies, missing documentation, credits, and account questions
• Help maintain accurate vendor records, purchasing information, and payment documentation
• Assist with vendor statement reconciliation
• Maintain organized AP records and supporting documentation

Accounts Receivable & Invoicing

• Assist with customer invoicing and accounts receivable
• Review invoices for accuracy before they are submitted to customers
• Verify job information, supporting documentation, pricing, and billing details
• Track outstanding customer invoices and assist with collection follow-up
• Research customer account discrepancies and payment issues
• Apply and document customer payments accurately
• Maintain organized customer billing records
• Work with internal team members to obtain missing information required for billing

Accounting & Reconciliations

• Assist with bank and credit card reconciliations
• Review transactions for proper categorization and job-cost coding
• Research and resolve accounting discrepancies
• Assist with maintaining accurate general ledger information
• Help ensure expenses are assigned to the correct jobs, departments, and accounts
• Assist with month-end accounting procedures and reporting as needed
• Maintain accurate and organized financial records
• Support the Office Manager and outside accounting professionals with requested financial information

Process Improvement & SOPs

• Help document accounting and administrative procedures
• Create and maintain clear Standard Operating Procedures (SOPs)
• Identify repetitive or inefficient office processes that can be improved
• Help develop checklists and standardized workflows for recurring tasks
• Assist with implementing new accounting, administrative, and automation tools
• Review software-generated results and identify potential errors or exceptions
• Help ensure new processes are followed consistently
• Maintain organized documentation so procedures can easily be trained and repeated by other employees

Administrative Support

• Provide general administrative support to the Office Manager and company leadership
• Organize and maintain company records and electronic files
• Assist with employee onboarding and offboarding documentation
• Maintain personnel files and track required employment documentation
• Assist with purchasing and vendor documentation
• Help organize incoming accounting and administrative requests
• Assist with data entry, document preparation, spreadsheets, and reporting
• Communicate professionally with employees, customers, vendors, and other business partners
• Protect confidential employee, customer, vendor, and company information
• Assist with other accounting and administrative responsibilities as needed

Qualifications

• Previous experience in accounts payable, accounts receivable, bookkeeping, accounting administration, or a similar role
• Strong understanding of basic accounting principles
• Experience processing and reviewing invoices
• Strong attention to detail and accuracy
• Ability to investigate discrepancies and follow through until they are resolved
• Comfortable working with accounting software and technology
• Ability to review software-generated information rather than relying on automation without verification
• Strong organizational and time-management skills
• Ability to manage multiple responsibilities and priorities
• Strong written and verbal communication skills
• Professional discretion when handling confidential financial and employee information
• Proficiency with Microsoft Excel and general office software
• Experience with QuickBooks Online is strongly preferred
• Experience with invoice-processing, purchasing, payroll, or timekeeping systems is a plus
• Experience creating procedures, documentation, checklists, or SOPs is a plus
• Construction, electrical contracting, HVAC, plumbing, service-company, or specialty-trade accounting experience is strongly preferred

What We're Looking For

We are looking for someone who is more than a data-entry employee. The right person should be comfortable taking ownership of their responsibilities, researching problems, asking questions when necessary, and helping improve the way our office operates.

You may be a strong fit if you have worked in an accounting or administrative role for a contractor or service company where you were responsible for several areas of the back office, including AP, AR, invoicing, reconciliations, job costing, vendor management, and administrative support .

What We Offer

• Competitive compensation based on experience
• Full-time, stable position
• Opportunity to take on additional accounting responsibilities as the company grows
• Opportunity to help improve and build company processes and procedures
• Supportive and collaborative work environment

Work Location: In person – Valencia, CA