Administrative Assistant

Job Description

Job Description

We are looking for an Accounting Administrative Assistant to join our team in Auburn, Washington in a contract-to-permanent role. This position supports daily office operations by coordinating billing, maintaining accurate project records, and helping communication flow smoothly between office personnel and field teams. The ideal candidate is organized, detail-oriented, and comfortable managing multiple administrative tasks in a fast-paced environment.

Responsibilities:

• Manage contract-related documentation and prepare monthly customer billing by reviewing labor, materials, subcontractor costs, and project details for accuracy.

• Assist with certified payroll administration and maintain records needed to support prevailing wage compliance.

• Record and categorize employee hours, purchasing activity, material usage, and subcontractor charges by job and state to support reporting and invoicing.

• Review purchase orders and vendor invoices, then reconcile documentation to ensure complete and accurate processing.

• Maintain organized files for work orders, inspections, billing timelines, and job cost tracking across active projects.

• Use Sage 300 to support job costing activities, billing functions, and project-related financial recordkeeping.

• Serve as an administrative resource for the department by responding to inquiries and facilitating communication between field staff and office teams.

• Prepare recurring job cost reports and compile information requested by managers and the accounting team.

• Address customer and account-related questions, including invoice follow-up, payment concerns, and requests for supporting reports.

• Previous experience in an administrative support role with responsibility for data entry, document management, and customer communication.
• Working knowledge of Microsoft Office, including Excel for tracking, organizing, and reviewing information.
• Experience supporting billing, purchase orders, work orders, or contract-related administrative processes.
• Familiarity with Sage 300 or similar accounting or job costing software.
• Understanding of prevailing wage or certified payroll documentation is preferred.
• Strong attention to detail with the ability to manage multiple priorities and maintain accurate records.
• Willingness to learn new processes, accept coaching, and adapt to changing business needs.