Accounting Assistant

SUMMARY

The Accounting Assistant supports the Accounting Department by performing clerical tasks, including processing, and recording transactions or data entry, preparing, and updating ledgers, reports and budgets, fielding communications with clients and vendors, fact-checking or auditing, filing, and other duties, as needed. Needs to be timely, thorough, accurate, and honest with good bookkeeping skills.

ESSENTIAL FUNCTIONS

• Providing support to the Accounting Department.
• Performing basic office tasks, such as filing, data entry, answering phones, processing the mail, etc.
• Handling communications with clients and vendors via phone, email, and in-person.
• Processing transactions, issuing checks, and updating ledgers, budgets, etc.
• Preparing financial reports.
• Assisting with audits, fact checks, and resolving discrepancies.
• Receive and review day-to-day invoices, subcontracts, change orders, purchase orders, check requests, and/or other related documentation for completeness and compliance with financial policies, procedures, budget, and contractual requirements.
• Create, verify documentation, and maintain log for the different construction jobs within the Accounting Software.
• Enter invoices, request invoice approvals, and maintain filing.
• Receives quotes from suppliers and completes purchase orders, complete the approval process. Maintain the purchase order log.
• Distribute copies of documentation needed to complete the Job File and corroborate with the Operations Department that these have been assigned correctly with the Job identification number they belong to.
• Assist with month-end and quarterly closing activities.
• Assist with year-end closing activities and audit preparation for job cost certifications.

COMPETENCIES

• Understanding of basic accounting principles
• Excellent presentation and written/oral communication skills
• Attention to detail and high level of accuracy
• Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs, and email at a proficient level. Especially MS Office (Word, Outlook, PowerPoint, and Excel) and Adobe.
• Familiarity with Accounting Software system or other similar construction related platforms (e.g., Sage, etc.), it’s very desirable.