Accounting Assistant

Job Description

Job Description

Benefits:

• Health insurance
• Paid time off
• Vision insurance
• Dental insurance

Who We Are

Paul Davis Restoration of Tampa provides emergency mitigation, restoration, and reconstruction services to residential and commercial property owners following water, fire, mold, storm, and other property damage.

Our team works in a fast-paced, service-driven environment where accuracy, communication, empathy, and follow-through are essential. We are seeking a dependable and detail-oriented Accounting Assistant - Accounts Payable & Payment Coordination, to support our accounting operations and help ensure vendors, subcontractors, customers, insurance carriers, and mortgage companies receive accurate and timely information.

Position Summary

Paul Davis Restoration of Tampa is seeking a dependable, detail-oriented Accounting Assistant to support our daily accounting operations.

This position is responsible for entering and tracking invoices, preparing subcontractor checks, maintaining accurate job-cost records, supporting accounts receivable and collections, and coordinating with customers, insurance carriers, and mortgage companies to obtain payment for restoration services.

The Accounting Assistant reports to the Office Manager and works closely with project managers, subcontractors, vendors, customers, and other team members.

Responsibilities

• Receive, review, code, and enter vendor and subcontractor invoices.

• Assign invoices and expenses to the correct project and cost category.

• Match invoices with purchase orders, work authorizations, subcontractor agreements, receipts, and required approvals.

• Confirm subcontractor work has been completed and approved before preparing checks.

• Prepare weekly subcontractor check reports and checks for management review and signature.

• Maintain accurate records of checks, unpaid invoices, credits, retainage, and outstanding balances.

• Respond to vendor and subcontractor questions regarding invoice and check status.

• Reconcile statements and research duplicate invoices, incorrect charges, missing approvals, and payment discrepancies.

• Collect and maintain subcontractor documentation, including W-9 forms, Certificates of Insurance, agreements, licenses, and lien waivers.

• Monitor document expiration dates and request updated information when needed.

• Assist with job costing by confirming expenses are assigned to the correct restoration project.

• Work with project managers to resolve missing or inaccurate financial information.

• Contact mortgage companies regarding insurance proceeds related to restoration services.

• Determine the documentation required for insurance-check endorsement or release of funds.

• Submit contracts, invoices, estimates, completion certificates, lien waivers, inspection requests, and other required documents.

• Coordinate required inspections and follow up on check endorsements and pending fund releases.

• Maintain detailed notes of communications, outstanding requirements, follow-up dates, and payment status.

• Provide payment-status updates to customers, project managers, and the Office Manager.

• Record and apply customer, insurance, and mortgage-related payments to the correct account and project.

• Assist with customer invoicing, account reconciliation, collections, and follow-up on outstanding balances.

• Maintain accurate and confidential accounting records.

• Assist the Office Manager with reports, reconciliations, audits, and month-end preparation.

• Follow company financial controls and immediately report unusual invoices, payment requests, or account changes.

• Perform other related accounting and administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.

• At least one year of accounts-payable, accounts-receivable, bookkeeping, billing, collections, or related accounting experience.

• Experience entering invoices and maintaining financial records.

• Strong attention to detail and ability to work accurately with numbers.

• Excellent organization, time-management, and follow-up skills.

• Proficiency with Microsoft Excel, Outlook, and general office software.

• Professional written and verbal communication skills.

• Ability to manage multiple priorities and meet deadlines.

• Ability to handle confidential financial information appropriately.

• Regular and reliable on-site attendance.

Preferred Qualifications

• Associate degree or accounting-related coursework.

• One or more years of relevant accounting experience.

• Experience in restoration, construction, insurance, or another job-cost environment.

• Experience with QuickBooks or similar accounting software.

• Familiarity with job costing, lien waivers, Certificates of Insurance, W-9 forms, and subcontractor documentation.

• Experience coordinating insurance checks or mortgage-company fund releases.

Paul Davis Restoration of Tampa is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs.