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Essential Job Duties
Accounts Payable
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Enter vendor bills daily, coded to either the general ledger or a specific project.
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Submit bills for review and approval by the Project Manager (via email or in person).
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Prepare an “Open Payables” report weekly for check runs (usually Fridays), and get Controller approval before issuing checks.
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Process weekly check runs for multiple entities.
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Send lien waivers to vendors by email or fax.
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File all supporting documents (e.g., pay applications and signed waivers) in the project files.
Credit Cards
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Process credit card expenses weekly by entering them into the accounting software as journal entries.
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Book charges to either the general ledger or project-specific codes.
Phones
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Answer incoming calls and either direct them to the right person or provide helpful information to clients.
Additional Administrative Tasks
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Manage vehicle/fleet registration and titles (DVM).
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Handle sales tax tasks.
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Assist with subcontracts and purchase orders.
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Submit and track project permits.
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Assist with 1099 forms at year-end.
Secondary Job Duties
Billing Support
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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.
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Help follow up with clients on overdue payments.
Project Setup and Closure
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Assist with setting up and closing projects in the accounting system.
Payroll (ViewPoint Spectrum)
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Be a backup for weekly payroll, including certified payroll.
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Make necessary adjustments when errors are found.
Qualifications
Education
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Associate degree in Accounting, or 5+ years of equivalent experience.
Experience
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Minimum of 2 years of experience in an accounting role preferred.
Skills & Knowledge
- Understaning of AIA billing would be a bonus
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Customer Service: Understand how to assess customer needs and maintain high service standards.
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Administrative Skills: Knowledge of office procedures, file management, word processing, and document handling.
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Math Skills: Comfortable with basic and advanced math, including statistics.
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Accounting Knowledge: Understanding of financial principles, accounting practices, and reporting methods.
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