Construction Administrative Assistant

Job Description

We are seeking a detail-oriented and highly organized Construction Administrative Assistant to join our team. This position plays a key role in supporting our accounting and project management functions, ensuring the accurate and efficient handling of financial and administrative tasks within a construction environment. The ideal candidate will have experience in construction or related industries and possess a strong understanding of accounting principles, administrative procedures, and job cost tracking.

Key Responsibilities

Assist with accounts payable and receivable, ensuring timely entry and reconciliation of invoices and payments.

Prepare and process billing to clients, including progress billing and change order documentation.

Track job costs and assist with project budget management, ensuring expenses are coded correctly and aligned with project budgets.

Maintain vendor and subcontractor records, including W-9s, certificates of insurance, and contract documents.

Support project managers and accounting staff with project documentation, such as contracts, purchase orders, and lien waivers.

Prepare and submit payroll hours and timesheets to payroll processor; assist with certified payroll when applicable.

Monitor and follow up on compliance requirements, such as licensing, insurance, bonding, and permit renewals.

Coordinate with suppliers, subcontractors, and clients to facilitate timely delivery of documents and payments.

Provide administrative support such as filing, scanning, correspondence, and organizing project folders (both physical and digital).

Assist with month-end and year-end closing processes and compile reports as needed for management.

Support general office duties and assist with cross-functional administrative tasks as required.

Qualifications

2+ years of experience in an administrative or accounting support role, preferably in the construction industry.

Familiarity with construction accounting software (e.g., QuickBooks, Sage 300 CRE, JobTread, or similar).

Solid understanding of basic accounting principles and financial documentation.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and PDF editing software.

Excellent organizational skills with strong attention to detail and accuracy.

Ability to prioritize tasks, work independently, and meet deadlines in a fast-paced environment.

Strong verbal and written communication skills.

High school diploma or equivalent; Associate degree or coursework in accounting or business administration is a plus.

Work Environment & Schedule

Full-time, Monday through Friday, during standard business hours.

Primarily office-based, with occasional site visits or remote work as needed.

Compensation & Benefits

Competitive hourly rate or salary based on experience.

Benefits may include health insurance (medical, dental and vision) paid time off, retirement plan contributions, and opportunities for advancement

Full-time

Hybrid remote