Accounting & Administrative Assistant

Accounting & Administrative Assistant

Job Description

Summary:

Our company is seeking an Accounting & Administrative Assistant to assist the accounting department and handle duties for upper management. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, prioritize and meet deadlines is essential in this position. The ideal candidate for this job is resourceful and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

• Job Type: Full-time; Mon-Fri 7:30AM – 4:00PM
• Pay: $52,000 - $58,240 per year depending on experience.
• Classification: Non-Exempt
• Required experience: 1+ year in accounting, 1+ years in the construction industry.
• Required education: High school or equivalent. College/Degree preferred.
• Work Setting: In-Person
• Additional Compensation: Discretionary Bonuses

Responsibilities include but are not limited to the following:
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Employees must be able to perform the essential functions of this job. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Accounting Support

• Maintain and prepare billing schedules
• Add SOVs into Spectrum and prepare Draw Requests for Project Executive input
• Prepare and send applications for payment including lien waivers for Wayne’s Roofing, Subs and Suppliers
• Post and update billings in the accounting system
• Set up and maintain new customers in accounting system and verify all requirements, documents are included – Resellers/Licensing and stay in compliance
• Perform check deposits and post deposits to accounting system
• Handle collection on all outstanding accounts receivable balances timely
• Respond to internal and external requests related to accounts receivable balances and invoices
• Actively interact with customers and sales team to resolve billing related issues, customer discrepancies and short payments
• Manage notes on aging and provide updates to Owners and management bi-weekly and as needed
• Manage lien dates of invoices as needed as well as file liens and releases
• Review Project Executive Draw requests
• File public works reconciliations as needed
• Enter invoices into Spectrum for accounts payable processing with accuracy as needed
• Assist with basic review of invoices against POs and supporting documentation as needed
• Support Expense Track or Credit Card processes, including receipt follow-up and transaction review
• Assist with resolving discrepancies in coordination with accounting and operations as needed

Administrative Support

• Participate in phone coverage
• Provide general administrative support to assist office and operations as needed, including:
• Office supply coordination
• Scanning, filing, and job documentation support
• Assistance with onboarding-related setup (e.g., equipment or system access)
• Prequalification and documentation support
• Coordination of internal meetings or office needs
• Support of internal systems (e.g., phone system updates)
• Various support task such as responding to customer and vendor requests and questions and assisting other departments

General Administrative Support:

• Perform other duties as assigned by Management
• Comply with all company policies and procedures
• Maintain regular and punctual attendance
• Handle confidential information appropriately
• Assist with various accounting operations including support and backup roles in Payroll, Accounts Payable and administrative duties and including related reporting

Knowledge, Skills & Abilities:

• Accounts Receivable and other accounting experience in Construction
• Knowledge of Trimble Spectrum Construction Software or other large accounting software is a plus
• Proficient in Microsoft Office, especially Excel
• Must be organized, disciplined, focused, professional and proactive
• Excellent written and oral communication skills, with strong organization skills
• Advanced data entry skills
• Ability to manage multiple priorities, workflow and deadlines
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm in a fast-paced environment
• Team player, professional with attention to detail
• Knowledge of collection laws, best practices, and taxes

Preference:
Preference will be given to experienced candidates who are enthusiastic, with the desire to be actively involved in all aspects of participating and contributing to the success of a larger contracting firm. Veterans and Bilingual English/Spanish is a plus. It is our practice to attempt to train and promote from within which provides job continuity and opportunity for professional growth.

Apply Now:

Please include your resume and references with your application.

Please apply directly on our website: https://www.waynesroofing.com/current-employment-positions

Wayne's Roofing, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Wayne's Roofing, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Wayne's Roofing, Inc. expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Wayne's Roofing, Inc.’s employees to perform their job duties may result in discipline up to and including discharge.

This position is subject to Wayne’s Roofing, Inc’s drug free policy and environment.

Wayne’s Roofing, Inc. offers a competitive compensation and benefits package which includes Family Medical, Dental/Vision, 401k, MAP (Member Assistance Program), Life Insurance, Paid Holidays, Paid Sick and Paid Vacation.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of Construction Experience do you have?
• What programs are you proficient with?

Education:

• High school or equivalent (Required)

Experience:

• Accounting: 1 year (Required)

Work Location: In person