Accounting Assistant

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client 

Our client is a well-established construction company committed to delivering high-quality projects through operational excellence, integrity, and teamwork. They foster a collaborative, fast-paced environment where accuracy, accountability, and exceptional service are essential to supporting successful project execution. 

About the Role

This position is responsible for assisting the accounting department with day-to-day tasks related to accounts payable, vendor setup, invoice processing, credit card management, supplier lien waivers, permit coding, and miscellaneous administrative duties. The Accounting Assistant plays an important support role in keeping accounting records accurate, organized, and up to date while helping ensure subcontractors, suppliers, and internal team members receive timely and professional communication. The role requires someone who can work efficiently in a deadline-driven environment, manage multiple priorities at once, pay close attention to detail, and maintain a high level of accuracy and follow-through.

What you’ll do

• Set up new vendors in the accounting asystem by collecting and verifying required documentation, including W-9 forms, insurance information, payment details, and any company-specific onboarding paperwork. Ensure vendor records are accurate, complete, and properly maintained before invoices are processed.

• Review and code invoices to the appropriate job, cost code, general ledger account, subcontract, or purchase order. Verify invoice amounts against subcontract terms, purchase orders, prior payments, and supporting documentation to help ensure accurate and timely processing.

• Respond to subcontractor calls and emails regarding payment status, missing paperwork, invoice requirements, and payment timing. Research account details as needed and provide clear, professional updates while escalating complex or unresolved issues to the appropriate accounting team member.

• Request supplier lien waivers, track receipt of required documents, and update the accounting system to reflect lien waiver status. Follow up with vendors and suppliers as needed to support payment processing and project compliance requirements.

• Prepare and send monthly reminder emails to subcontractors regarding missing paperwork, including lien waivers, insurance certificates, W-9 forms, or other required documentation.

• Maintain organized records of outstanding items and follow up consistently until requirements are satisfied.

• Collect, save, review, and enter company credit card receipts and charges in a timely manner.

• Confirm receipts are complete, properly coded, and supported by appropriate documentation, and communicate with cardholders to resolve missing receipts or unclear charges.

• Complete monthly coding for Mecklenburg County permits by reviewing permit charges, assigning the appropriate job and cost code, and ensuring costs are entered accurately for accounting and project tracking purposes.

 

What You Bring

While the document focuses heavily on duties, the ideal candidate will need to possess the following skills and attributes to be successful:

• Accounting or construction-related administrative experience preferred.

• Familiarity with construction accounting processes such as AIA billing, retainage, lien waivers, vendor setup, and invoice processing is a plus.

• Strong computer skills, including Microsoft Office Suite and the ability to learn and use accounting software effectively.

• Strong oral and written communication skills with the ability to follow up professionally with vendors, subcontractors, and internal team members.

• Demonstrates exceptional organizational skills with the ability to manage multiple tasks, deadlines, and priorities.

• Maintains a high level of accuracy, attention to detail, and follow-through.

• Dependable, proactive, and willing to take ownership of assigned responsibilities.

• Resourceful problem-solver with a hands-on approach to resolving issues.

Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·   Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·   Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.