Accountant Administration

Position: Accountant Administration

Seniority Level: Mid - Level

Employment Type: Full-Time Office Based

Time: 5:00 PM – 1:00 AM PST (Can vary according to client’s time zone)

Job Overview

We are seeking a detail-oriented and organized Administrative & Accounting Assistant to support daily office operations, job processing, documentation handling, and accounting functions. The ideal candidate will manage data entry in the CenPoint system, handle billing and payment processing, and assist with customer and project-related paperwork. This role requires strong administrative skills, accuracy, and the ability to work with multiple teams and external platforms along with good communication skills.

Key Responsibilities

1. System & Job Management (CenPoint – Main Operating Software)

• Create and email quotes to customers.
• Convert approved quotes into jobs and enter related work orders.
• Upload and attach required documents (contracts, AIA forms, POs, etc.).
• Modify or delete work orders with necessary approvals.
• Generate invoices and manage billing entries.
• Process payments (credit card / ACH) and apply them correctly.
• Issue credit memos upon approval.
• Freeze/unfreeze customer accounts based on credit status.
• Assist comptroller with payment posting, research, and corrections.
• Email and record credit card authorization forms in the system.
• Send job tickets as needed.
• Support aging reports and follow-up reminders via calls/emails.

2. Paperwork & Administrative Tasks

• Receive and verify waivers; ensure they are signed and returned accurately.
• Attach all paperwork to the correct job in the system.
• Manage contract execution process and send back signed copies to customers.
• Send documents such as Certificates of Insurance and W-9 forms.
• Create "dummy invoices" when required.
• Prepare and route NTOs (Notice to Owner) for approval.
• Assist with AIA Pay Applications.
• Collect and record credit card and ACH payment details from customers.

3. External Platform / Website Entries

• Upload required data and documentation to customer platforms such as:
• Textura
• PlanHub
• Coupa
• GCPay
• And other similar systems

Job Type: Full-time

Work Location: In person