Accounting Assistant

This entry-level office position provides administrative support across accounting, collections, and general business functions, with a primary focus on billing and accounts receivable. The role works closely with the Accounting Manager and project teams to ensure accurate documentation, timely communication with customers, and efficient processing of financial transactions. The ideal candidate is detail-oriented, organized, and eager to learn. This position may also serve as backup for front desk/reception duties as needed.

Essential Functions

Prepare, submit, and track waiver requests; resolve any issues preventing timely issuance
Email or mail monthly statements and invoice copies to customers upon request
Scan and send pay applications to general contractors, and file paid applications appropriately
Support collection efforts by coordinating with project managers and project accountants to follow up on past-due invoices
Apply customer payments and assist with maintaining cash receipts spreadsheets and cash sales records
Process customer credit card payments and perform monthly credit card reconciliations
Support daily administrative tasks including documentation, data entry, and internal communications
Provide receptionist support as needed, including answering phones and greeting visitors
Perform other related duties and special projects as assigned

Minimum Qualifications

High school diploma or equivalent; some college coursework in business or accounting preferred

Knowledge, Skills, and Abilities

Basic understanding of accounting and collections processes
Proficiency in Microsoft Excel and Word required
Strong written and verbal communication skills
High attention to detail, accuracy, and ability to meet deadlines
Customer service mindset with professionalism in all interactions
Self-motivated and well-organized with the ability to prioritize and multitask effectively

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this role, the employee is regularly required to talk, hear, and see. The employee is frequently required to stand, walk, use hands to handle or feel objects, and reach with hands and arms. This role requires frequent lifting of items weighing 5–25 pounds and occasional lifting of up to 50 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. This position operates in both a professional office setting and a warehouse environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. Occasional travel to project sites may be required. Warehouse conditions include proximity to forklifts and other heavy machinery and the use of various tools and hardware. Employees may be subject to frequent heavy lifting and exposure to variable weather conditions, including extreme heat and cold. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skills, and/or abilities required to fulfill the essential functions of the role. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws.