Office/Accounting Assistant

Position Summary

The Office/Accounting Assistant provides day-to-day administrative and accounting support to help maintain accurate financial records and efficient office operations. This role assists with accounts payable, accounts receivable, daily data entry utilizing bank matching, monthly reconciliations, filing systems, and general office coordination.

The ideal candidate has at least two years of relevant experience, strong organizational skills, and the ability to handle confidential information with accuracy and discretion.

Key Responsibilities

Accounting Support

• Assist with the maintenance of accounting systems for all financial transactions
• Maintain the general ledger by recording daily transactions, utilizing Bank Matching and reconciling bank and credit card accounts monthly
• Maintain vendor folders and records, process Accounts Payables timely and accurately
• Perform weekly collection and review of timekeeping records in accordance with each contract/project terms and report discrepancies to Manager
• Support accounts receivable activities, including tracking payments and outstanding balances
• Assist with reviewing purchase orders, expense reports and receipts
• Identify discrepancies for manager’s review
• Maintain organized records of vendors, customers, statements and other financial documents and reports
• Support the finance team with month-end activities, routine financial reports and annual audit

Office and Administrative Support

• Assist with scheduling meetings, coordinating calendars, and preparing meeting materials
• Monitor office supplies and coordinate routine purchases
• Screen phone calls, review and distribute mail
• Prepare correspondence, spreadsheets, reports, and other business documents while maintaining proper filing system
• Respond to routine inquiries and coordinate with employees, vendors, and clients as needed
• Support all departments with administrative assignments as needed

Required Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Economics, Bookkeeping, or a closely related field.
• At leasttwo years of experience in accounting support, bookkeeping, office administration, or a combination of these areas.
• Basic knowledge of accounting principles and accounts payable and receivable procedures.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Ability to prioritize assignments, meet deadlines, and communicate professionally.
• Ability to maintain confidentiality of financial and business information.

Preferred Qualifications

• Experience using QuickBooks, NetSuite or another accounting or enterprise resource planning system.
• Experience in an engineering, construction management, architecture, or professional services environment.
• Familiarity with project-based invoicing, purchase orders, and expense tracking.

Benefits Summary

• 401(k) and 401(k) Employer Matching
• Health Insurance, Dental Insurance
• Group Life Insurance, LTD and AD&D
• Paid Time Off
• Paid Holidays