Accounting Administrative Assistant

Accounting Administrative Assistant

The Accounting Administrative Assistant is a highly organized, proactive professional responsible for supporting the company's financial and operational activities in a fast-paced construction environment. This onsite role combines project accounting with administrative coordination and is responsible for managing accounts payable and accounts receivable, supporting project billing cycles, and assisting with contract administration and project document management. The ideal candidate is detail-oriented, thrives in a collaborative environment, and possesses strong communication, organizational, and multitasking skills.

Key Responsibilities:

General Administration

• Monitor incoming emails continuously; reply or route to appropriate personnel.
• Maintain accurate paper and digital filing systems for easy retrieval.
• Communicate with clients, vendors, and coworkers professionally via phone, email, and in person.
• Provide general administrative support to other departments as needed.
• Assist with audits, factchecking, and resolving discrepancies.

Accounts Payable & Invoicing

• Process a high volume of invoices (~500/month), ensuring timely coding, AP stamping, scanning, entry, and sorting by due date/vendor.
• Prepare weekly check runs (Tuesdays), ensuring invoices are verified, matched, and mailed appropriately.
• Reconcile vendor statements and review AP aging and AR status reports.
• Prepare end-of-month reports including AP/AR summaries, fuel and equipment usage, and journal entries.

Fuel Tracking Management (FTM)

• Maintain accurate records of fuel invoices and usage data.
• Track fuel deliveries and monitor tank volumes to ensure cost-efficient operations.
• Review and update daily fuel truck reports and prepare compliance reporting for monthly reviews.

Equipment Monitoring

• Track equipment usage, movement, rentals, and hours.
• Enter work orders and service codes; verify shop time sheets for payroll accuracy.
• Maintain weekly equipment usage reports and ensure all associated invoices are processed timely.

Weekly Workflow

• Monday: Enter work orders, verify time sheets, prepare usage reports, confirm invoices for check run.
• Tuesday: Perform weekly check-run duties; match, copy, file, and mail payments.
• Wednesday: Review shop invoices and continue processing.
• Thursday: Prepare fuel compliance reports; attend superintendent meetings and process field receipts.
• Friday: Finalize tasks, catch up, and prep for the following week.

Compliance & Recordkeeping

• Maintain legal claim records and update status as needed.
• Complete credit applications and manage related vendor documentation.
• Keep DMV registration renewals, business licenses, and service agreements up to date.
• Schedule required inspections and testing.
• Maintain accounting and equipment databases with accuracy.

Requirements

• High school diploma or equivalent required; additional education in accounting, business administration, or a related field is a plus.
• Minimum of 2 years of experience in construction administration, accounting, project coordination, or a related field.
• Proficiency in Foundation software or a comparable construction ERP system.
• Strong knowledge of accounts payable, accounts receivable, and project billing processes.
• Advanced proficiency in Microsoft Excel and experience using project tracking tools.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, as well as electronic file management and document-sharing platforms.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work independently while effectively supporting multiple departments and team members.
• High attention to detail with a commitment to accuracy and confidentiality.

Physical Requirements

The Accounting Administrative Assistant position is primarily office-based but may require light physical activity from time to time. The following are typical physical demands associated with this role:

• Sitting/Standing: Prolonged periods of sitting at a desk and working on a computer; occasional standing and walking within the office or jobsite.
• Manual Dexterity: Frequent use of hands for typing, writing, and handling paper documents or office equipment.
• Visual Requirements: Ability to read and interpret detailed documents (e.g., construction drawings, specifications, spreadsheets) on paper and screen.
• Hearing/Speaking: Clear communication via phone, video conferencing, and in-person meetings.
• Lifting/Carrying: Occasionally lift or carry items such as rolled plans, file boxes, or bidding documents weighing up to 25 pounds.
• Mobility: Occasional travel to project sites or delivery locations may be required; ability to enter active job sites safely (PPE provided).

Benefits

At EHC, we value our team and are committed to supporting your well-being and long-term success. As an AR/AP Coordinator, you'll enjoy a comprehensive benefits package, including:

• 401(k) Retirement Plan
• Employee Stock Ownership Plan (ESOP)
• Health, dental, and vision insurance (100% employer-paid medical and vision coverage)
• Health Savings Account (HSA)
• 100% employer-paid Life Insurance
• Short-Term Disability Insurance
• Paid Time Off (PTO)
• Paid Holidays
• Employee Assistance Program (EAP)

We are proud to provide a drug-free workplace and maintain a strong commitment to equal opportunity employment. EHC, Inc. is an Equal Opportunity Employer and complies with all applicable Equal Employment Opportunity (EEO)/Affirmative Action requirements. We also participate in USCIS E-Verify for all EHC employees to ensure a legal workforce.