Accounting Specialist

AP, AR and PR Specialist/Office Manager

Job Overview:
We are seeking an organized, multi-talented Office Manager & Construction Accounting Specialist (AP/AR/PR) for our office operations. This dual-hybrid role handles project-specific job costing, progress billing, and certified payroll in QuickBooks Desktop Enterprise / Contractor Edition, alongside general office administration and HR onboarding for our field and office. The ideal candidate is a proactive team member who takes ownership, communicates effectively and thrives in a fast paced construction environment.

• QuickBooks Job Costing: Code and track all material invoices, equipment costs, and subcontractor bills to specific jobs and cost codes using QuickBooks Contractor features.
• Progress Billing & Retainage: Generate AIA-style progress billings and schedule of values; accurately track and release retainage percentages.
• Subcontractor Compliance: Collect, verify, and archive W-9s, Certificates of Insurance (COI), and conditional/unconditional lien waivers before releasing payments.
• Non-Union Certified Payroll: Process weekly payroll for field crew, allocate split-shifts across multiple jobs, and generate non-union certified payroll reports for public works compliance.

HR Administration & Onboarding

• Field Crew Onboarding: Manage the end-to-end onboarding process for new hires, including processing I-9s, W-4s, safety policy sign-offs, and setting up profiles in QuickBooks.
• Benefits & Records: Assist with basic health insurance enrollment tracking, vacation and sick leave tracking, and maintaining confidential employee files.
• HR Policy Compliance: Strong knowledge of required state and federal employment laws.

General Administration

• Office Operations: Maintain office supplies, manage incoming/outgoing mail, route field delivery receipts, and serve as the main point of contact for office vendors (IT, utilities, janitorial).
• Program Compliance: Ensure compliance programs and procedures are up to date.
• Document Management: Keep physical and digital project files highly organized, including permits and contracts.
• Executive Support: Provide ad-hoc administrative support to project managers and company leadership, using Microsoft Word and Excel to prepare reports or correspondence.
• Other Tasks as may be assigned from time to time
• This is a 100% in office position

Qualifications & Skills

• Experience: 3+ years of experience in construction office management, processing payroll, and handling bookkeeping for a civil/building contractor.
• Software Mastery: High proficiency in QuickBooks Desktop Enterprise (Contractor Edition) and the Microsoft Office Suite (Excel, Word, Outlook).
• Industry Knowledge: Firm understanding of construction-specific workflows, including lien law, retainage, and non-union prevailing wage reporting. Familiarity with ISN (IS Networld), Commerical vehicle and driver compliance including Motor Carrier, FMCSA, Drug & Alcohol Testing, California Air Resources Board compliance, etc. a plus.
• Soft Skills: Exceptional multitasking skills, strict confidentiality regarding HR/payroll data, and an approachable personality suited for onboarding new crew members.

Benefits
We offer exceptional benefits including:

• 401(k) plan including employer match
• Health Insurance including medical, dental & vision
• Life insurance
• Paid vacation
• Paid sick leave

Compensation
$35.00 - $45.00 per hour depending on experience. This is a non-exempt position.