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Essential Job Duties

Accounts Payable

• Enter vendor bills daily, coded to either the general ledger or a specific project.

• Submit bills for review and approval by the Project Manager (via email or in person).

• Prepare an "Open Payables" report weekly for check runs (usually Fridays), and get Controller approval before issuing checks.

• Process weekly check runs for multiple entities.

• Send lien waivers to vendors by email or fax.

• File all supporting documents (e.g., pay applications and signed waivers) in the project files.

Credit Cards

• Process credit card expenses weekly by entering them into the accounting software as journal entries.

• Book charges to either the general ledger or project-specific codes.

Phones

• Answer incoming calls and either direct them to the right person or provide helpful information to clients.

Additional Administrative Tasks

• Manage vehicle/fleet registration and titles (DVM).

• Handle sales tax tasks.

• Assist with subcontracts and purchase orders.

• Submit and track project permits.

• Assist with 1099 forms at year-end.

Secondary Job Duties

Billing Support

• Serve as backup for billing, due on the 20th and 25th of each month. This includes generating invoices through Horizon, AIA documents, or client portals.

• Help follow up with clients on overdue payments.

Project Setup and Closure

• Assist with setting up and closing projects in the accounting system.

Payroll (ViewPoint Spectrum)

• Be a backup for weekly payroll, including certified payroll.

• Make necessary adjustments when errors are found.

Qualifications

Education

• Associate degree in Accounting, or 5+ years of equivalent experience.

Experience

• Minimum of 2 years of experience in an accounting role preferred.

Skills & Knowledge

• Understaning of AIA billing would be a bonus

• Customer Service: Understand how to assess customer needs and maintain high service standards.

• Administrative Skills: Knowledge of office procedures, file management, word processing, and document handling.

• Math Skills: Comfortable with basic and advanced math, including statistics.

• Accounting Knowledge: Understanding of financial principles, accounting practices, and reporting methods.

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