accounting administrative assistant

Wayne's Roofing, Inc.

Accounting &amp; Administrative AssistantJob Description Summary:Our company is seeking an Accounting &amp; 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.<ul><li>Job Type: Full-time; Mon-Fri 7:30AM &ndash; 4:00PM</li><li>Pay: $52,000 - $58,240 per year depending on experience.</li><li>Classification: Non-Exempt</li><li>Required experience: 1+ year in accounting, 1+ years in the construction industry.</li><li>Required education: High school or equivalent. College/Degree preferred.</li><li>Work Setting: In-Person</li><li>Additional Compensation: Discretionary Bonuses</li></ul>Responsibilities include but are not limited to the following: The following reflects management&rsquo;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<ul><li>Maintain and prepare billing schedules</li><li>Add SOVs into Spectrum and prepare Draw Requests for Project Executive input</li><li>Prepare and send applications for payment including lien waivers for Wayne&rsquo;s Roofing, Subs and Suppliers</li><li>Post and update billings in the accounting system</li><li>Set up and maintain new customers in accounting system and verify all requirements, documents are included &ndash; Resellers/Licensing and stay in compliance</li><li>Perform check deposits and post deposits to accounting system</li><li>Handle collection on all outstanding accounts receivable balances timely</li><li>Respond to internal and external requests related to accounts receivable balances and invoices</li><li>Actively interact with customers and sales team to resolve billing related issues, customer discrepancies and short payments</li><li>Manage notes on aging and provide updates to Owners and management bi-weekly and as needed</li><li>Manage lien dates of invoices as needed as well as file liens and releases</li><li>Review Project Executive Draw requests</li><li>File public works reconciliations as needed</li><li>Enter invoices into Spectrum for accounts payable processing with accuracy as needed</li><li>Assist with basic review of invoices against POs and supporting documentation as needed</li><li>Support Expense Track or Credit Card processes, including receipt follow-up and transaction review</li><li>Assist with resolving discrepancies in coordination with accounting and operations as needed</li></ul>Administrative Support<ul><li>Participate in phone coverage</li><li>Provide general administrative support to assist office and operations as needed, including:</li><li>Office supply coordination</li><li>Scanning, filing, and job documentation support</li><li>Assistance with onboarding-related setup (e.g., equipment or system access)</li><li>Prequalification and documentation support</li><li>Coordination of internal meetings or office needs</li><li>Support of internal systems (e.g., phone system updates)</li><li>Various support task such as responding to customer and vendor requests and questions and assisting other departments</li></ul>General Administrative Support:<ul><li>Perform other duties as assigned by Management</li><li>Comply with all company policies and procedures</li><li>Maintain regular and punctual attendance</li><li>Handle confidential information appropriately</li><li>Assist with various accounting operations including support and backup roles in Payroll, Accounts Payable and administrative duties and including related reporting</li></ul>Knowledge, Skills &amp; Abilities:<ul><li>Accounts Receivable and other accounting experience in Construction</li><li>Knowledge of Trimble Spectrum Construction Software or other large accounting software is a plus</li><li>Proficient in Microsoft Office, especially Excel</li><li>Must be organized, disciplined, focused, professional and proactive</li><li>Excellent written and oral communication skills, with strong organization skills</li><li>Advanced data entry skills</li><li>Ability to manage multiple priorities, workflow and deadlines</li><li>Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm in a fast-paced environment</li><li>Team player, professional with attention to detail</li><li>Knowledge of collection laws, best practices, and taxes</li></ul>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-positionsWayne'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.&rsquo;s employees to perform their job duties may result in discipline up to and including discharge.This position is subject to Wayne&rsquo;s Roofing, Inc&rsquo;s drug free policy and environment.Wayne&rsquo;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-timePay: $25.00 - $28.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Application Question(s):<ul><li>How many years of Construction Experience do you have?</li><li>What programs are you proficient with?</li></ul>Education:<ul><li>High school or equivalent (Required)</li></ul>Experience:<ul><li>Accounting: 1 year (Required)</li></ul>Work Location: In person

Accounting & Administrative Assistant

FT System North America

Job SummaryThe Accounting Administrative Assistant provides both office administrative support and accounting support to ensure smooth daily operations. The primary role of the Accounting Administrative Assistant is to act as support for the Business Office. The daily activities of an accounting administrative assistant may include answering the telephone, sending and responding to e-mail, assisting visitors, distributing the mail, filing and labeling, scanning documents and making photocopies. In addition, the accounting administrative assistant duties may include working on special projects and assisting with accounting tasks such as financial documents, compiling financial records, posting journal entries, reconciling accounts among others. The accounting administrative assistant needs to be skilled in mathematics, communication, time management and have strong attention to detail.Essential Functions and Tasks: Administrative Support:<ul><li>Provide general administrative support to the office and accounting department.</li><li>Answer and direct phone calls, emails, and other correspondence in a professional manner.</li><li>Schedule meetings, maintain calendars, and coordinate conference rooms and logistics.</li><li>Prepare, format, and distribute correspondence, reports, and internal documents.</li><li>Maintain organized electronic and paper filing systems.</li><li>Order and manage office supplies; coordinate with vendors and service providers as needed.</li><li>Assist with onboarding paperwork, document collection, and internal communications.</li><li>Support office events, meetings, and departmental activities.</li><li>Maintain confidentiality of employee, financial, and company information.</li><li>Perform other general administrative duties as assigned.</li></ul>Accounting Support:<ul><li>Assisting with the processing of invoices and payments.</li><li>Handling cash, including counting money and making bank deposits. Entering data into the accounting software.</li><li>Reconciling accounts and other accounting records as required.</li><li>Assisting with accounts payable and accounts receivable processes.</li><li>Assisting with billing.</li><li>Data entry of purchase orders</li><li>Assisting with credit card expense report review process.</li></ul>Required Qualifications<ul><li>High school diploma or equivalent required; associate degree in accounting, business administration, or a related field preferred.</li><li>1&ndash;3 years of experience in an administrative and/or accounting support role preferred.</li><li>Basic understanding of accounting principles and financial terminology.</li><li>Proficiency in Microsoft Office (Excel, Word, Outlook).</li><li>Strong organizational skills with excellent attention to detail.</li><li>Ability to prioritize tasks and manage multiple responsibilities.</li><li>Strong written and verbal communication skills.</li><li>Ability to handle confidential information with discretion.</li><li>Perform other general accounting duties as assigned.</li></ul>Preferred Skills and Competencies<ul><li>Experience with accounting or ERP systems (e.g., QuickBooks, SAP, Oracle, NetSuite).</li><li>Familiarity with accounts payable and accounts receivable functions.</li><li>Strong time-management and problem-solving skills.</li><li>Ability to work independently and collaboratively in a team environment.</li><li>Willingness to learn and adapt to changing priorities.</li></ul>Work Environment &amp; Physical Requirements<ul><li>Office-based role with prolonged periods of sitting and computer use.</li><li>Occasional lifting of files or office materials (up to 20 lbs).</li></ul>Pay: $23.08 - $25.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: In person

Accounting Administrative Assistant

Metropolitan Industries

<div><div><div>Benefits:</div>
<ul><li>401(k)</li>
<li>Bonus based on performance</li>
<li>Competitive salary</li>
<li>Opportunity for advancement</li>
</ul></div><div><div>Position Summary</div>
<div>We are seeking a Accounting Administrative Assistant to join our team! The Accounting Administrative Assistant provides documentation, filing, and reporting support to the Accounting Manager and Accounting Clerk. This role ensures accounting records are organized, complete, and audit-ready, while assisting with preparation of draft financial reports and monthly close documentation. The ideal candidate has experience working in customer service, is extremely organized, and can maintain the highest level of confidentiality.</div>
<div></div>
<div>Key Responsibilities</div>
<ul><li>Maintain organized digital and physical accounting files</li>
<li>File and index:<ul>
<li> Vendor invoices</li>
<li> Bank statements</li>
<li> Insurance policies</li>
<li> Property tax bills</li>
<li> Loan and lender statements</li>
</ul></li><li>Assist in preparing draft reports, including:<ul>
<li>Expense summaries</li>
<li>AR and AP aging reports</li>
<li>CAM backup schedules</li>
</ul></li><li>Assist with preparation of monthly rent billing packages.</li>
<li>Organize documentation for monthly close</li>
<li>Assemble documents for audits, lenders, and ownership requests</li>
<li>Track reporting deadlines and missing documentation</li>
<li>Support onboarding of new properties from a documentation standpoint</li>
</ul><div>Qualifications</div>
<ul><li>3+ years of administrative or accounting support experience preferred</li>
<li>Strong organizational and documentation skills</li>
<li>Experience supporting accounting or finance teams a plus</li>
<li>Real estate or property management experience preferred but not required</li>
<li>Proficiency with Microsoft Office, OneDrive, DropBox and cloud-based file systems</li>
<li>High attention to detail and confidentiality</li>
</ul><div>Location</div>
<div>This is an on-site position located in Downtown Los Angeles. 
Candidates must be able to reliably commute to DTLA.</div></div></div>

Community Properties of Ohio

We are seeking an Accounting Administrative Assistant to assist with the smooth, organized and efficient operation of the Accounting Department. The Accounting Admin will also serve as the primary backup for the AP Specialist position and will assist others within the department as needed/requested. Must have the ability to work in a fast-paced, highly regulated, customer-service-focused environment and be willing to accept direction, be a team player and provide feedback to the team about improvement opportunities.CPO offers exceptional benefits including: Health, Dental, Vision, Life &amp; Disability insurance; Paid Vacation, Sick and Holidays; 401(k) Savings and Matching Contributions; and Employee Assistance Program.For more information about CPO, visit our website at: www.cpoms.org.Responsibilities:The Accounting Administrative Assistant duties include, but are not limited to:Perform Accounts Payable duties.<ul><li>Serve as backup for AP Specialist when necessary.</li><li>Print checks and mail checks.</li><li>Filing and scanning.</li></ul>Perform Accounts Receivable duties.<ul><li>Scan, enter and file rent payments.</li><li>Assist with entering, scanning and posting other receipts.</li></ul>Provide administrative and general department support.<ul><li>Open, sort, print, distribute, and file department mail and email.</li><li>Assist with bank reconciliations, cash tracking, entering general journals, posting entries, processing real estate taxes, as requested.</li><li>Any additional tasks needed to insure a smooth, efficiently running office.</li></ul>QualificationsMinimum Qualifications:<ul><li>Bachelor&rsquo;s Degree in Accounting or equivalent years of experience</li><li>1-3 years of Accounting related experience</li><li>Detail-oriented, organized, deadline-driven</li><li>Able to effectively communicate</li><li>High proficiency in Microsoft Office, including Outlook, Excel and Word</li></ul>Preferred Qualifications:<ul><li>Yardi software experience</li></ul>CPOMS is an equal opportunity employer. Equal employment opportunity is not only good practice - it's the law and applies to all areas of employment, including recruitment, selection, hiring, training, transfer, promotion and demotion, termination, compensation and benefits. As an equal opportunity employer, CPOMS prohibits unlawful discrimination based on race, religion, creed, color, national origin or ancestry, sex, age, marital status, sexual orientation, gender, gender identity, gender expression, genetic expression, disability, veteran or military status, or any other basis that would be in violation of any applicable federal, state or local law.Job Type: Full-timePay: $21.00 - $23.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible schedule</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Vision insurance</li></ul>Work Location: In person

Communication Technology Services

<div>Accounting/ Administrative Assistant
Job Summary: 
We are seeking a highly organized and detail-oriented Accounting &amp; Administrative Assistant to support daily operations, financial and administrative processes, and project coordination. This role is responsible for assisting with billing, purchasing, administrative tasks, maintaining digital records, and supporting specific operational projects. The ideal candidate is a reliable, flexible, proactive team player who is comfortable managing multiple systems and tasks with a sense of urgency. Applicants must reside in Orlando, FL. This position will be a hybrid/remote role but training will be ONSITE!
Key Responsibilities:
Billing &amp; Financial Support
<ul><li>Assist with preparing and processing invoices and billing documentation</li>
<li>Send payment reminders to customers and keep track of past due invoices</li>
<li>Assist with accounts payable and receivable activities</li>
</ul>
Purchasing &amp; Procurement
<ul><li>Assist with purchase requests and procurement processes</li>
<li>Request purchase orders
</li><li>Maintain organized records of purchasing activity</li>
</ul>
Administrative Support
<ul><li>Provide general administrative assistance to immediate team and the organization overall</li>
<li>Maintain organized digital records and files</li>
</ul>
Project Assistance
<ul><li>Support team members with specific projects and operational initiatives</li>
<li>Assist with gathering information, documentation, and task tracking</li>
</ul>
Systems &amp; Asset Management
<ul><li>Assist with the maintenance and organization of the Company&rsquo;s Google Drive</li>
<li>Maintain and update asset tracking platform</li>
<li>Ensure records are accurate, current, and properly categorized</li>
</ul>
Job requirements:
Education: Associate degree, but Bachelor&rsquo;s degree preferred
Experience: 4+ years of experience in bookkeeping and administration
Preferred Skills:
<ul><li>Excel (very important): formulas and data organization
</li><li>Accounting software (QuickBooks, SAP, Oracle, or similar)
</li><li>Microsoft Office (Word and Outlook)
</li><li>Google Workspace (Sheets, Docs, Drive)</li>
<li>Accounts payable and receivable</li>
<li>Familiarity with asset tracking or inventory systems</li>
<li>Sound judgment in problem solving</li>
<li>Strong sense of ownership and accountability</li>
<li>Strong organizational and time-management skills</li>
<li>Attention to detail and accuracy in documentation</li>
<li>Ability to manage multiple tasks and priorities</li>
<li>Strong communication skills, both written and verbal</li>
<li>Strong collaboration skills</li>
<li>Previous administrative, billing, or office support experience
</li></ul>Commensurate based upon experience: $21.00-$26.00</div>

Accounting/ Administrative Assistant

Diamond Properties

Diamond Properties is a commercial real estate owner and manager headquartered in Mount Kisco, NY. Our portfolio primarily focuses on industrial sites and includes over 100 properties totaling 17 million square feet across 14 states. Since our founding in 1995, we have followed a long-term buy-and-improve strategy that, when combined with quality-driven customer service, has enabled us to deliver consistently high tenant satisfaction and lease renewal rates. Learn more about Diamond Properties and our portfolio at www.dpmgt.com.Position OverviewDiamond Properties is seeking an Accounting Administrative Assistant to support the execution, accuracy, and organization of core accounting operations. This role sits at the intersection of accounting, administration, and process support, ensuring that financial data, documentation, and workflows are maintained with precision and consistency.The ideal candidate is highly detail-oriented, proactive, and capable of managing high-volume administrative accounting tasks while maintaining strong organizational control over financial records and documentation. This position plays a key role in supporting the accounting team&rsquo;s efficiency by ensuring foundational processes are executed accurately and on time.This is an on-site position based in Mount Kisco, NY, reporting to the Controller.Key ResponsibilitiesAccounting Support<ul><li>Assist with AP processes, invoice tracking, vendor follow-up, and check runs</li><li>Support expense report, credit cards and daily cash receipting</li></ul>Operational &amp; Administrative Support<ul><li>Maintain organized financial records, including scanning, filing, and document retention</li><li>Manage key documents (bank, loan, tax, and vendor records) and monthly checklists</li><li>Support reconciliations, reporting, and internal tracking</li><li>Manage incoming mail and accounting communications</li></ul>Process Support &amp; Team Collaboration<ul><li>Ensure consistency in documentation and reporting practices</li><li>Assist with process improvements, transitions, and monthly coordination</li><li>Take ownership of assigned tasks through completion</li></ul>QualificationsRequired:<ul><li>1&ndash;3 years of experience in accounting, administrative support, or a related field</li><li>Strong attention to detail and high level of accuracy in data entry and documentation</li><li>Basic understanding of accounting principles (journal entries, invoices, reconciliations)</li><li>Proficiency in Microsoft Excel and general office software</li><li>Strong organizational and time management skills</li><li>Ability to handle multiple tasks and meet deadlines in a fast-paced environment</li></ul>Accounting Leadership PrinciplesAs a member of the Accounting Department, this role will be expected to demonstrate our Accounting Leadership Principles to help accelerate the Diamond Properties strategy. Our Leadership Principles are:1. Take an Ownership Mentality: Act like an owner of our properties and processes.2. Be A+ on Core Fundamentals: Deliver accurate financials on time, every time.3. Solve for Scale: Implement solutions that anticipate and accelerate 25% EBITDA growth by 20274. Collaborate to Win-Win: Internal collaboration leads to win-win outcomes.5. Build Team Capacity: Develop our people well enough so they could go work anywhere else; treat them well enough so they don&rsquo;t want to.Salary and BenefitsDiamond Properties offers competitive compensation commensurate with experience. The expected wage for this role is $24 - $25 per hour. Other benefits include:<ul><li>Comprehensive health, dental, and vision insurance</li><li>401(k) retirement plan with employer match</li><li>Paid time off and holidays</li><li>Opportunities for professional development</li><li>Collaborative and collegial work environment</li></ul>Diamond Properties is an equal opportunity employer committed to diversity and inclusion in the workplace. We celebrate the contributions of all employees and strive to create a positive and inclusive work environment for everyone.AAP/EEO Statement: Diamond Properties is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information. This policy applies to all terms, conditions and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline and termination.Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.Pay: $24.00 - $25.00 per hourBenefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Employee discount</li><li>Health insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Experience:<ul><li>Accounting: 1 year (Preferred)</li></ul>Ability to Commute:<ul><li>Mount Kisco, NY 10549 (Required)</li></ul>Work Location: In person

Optimal Air Solutions

Job Summary: Optimal Air Solutions is a growing HVAC company seeking a detail-oriented and dependable Accountant to support our day-to-day financial operations and assist with general administrative tasks. This role is ideal for someone who is organized, proactive, and comfortable working in a fast-paced service environment.Key Responsibilities:<ul><li>Assist manager with accounts payable, including processing and paying vendor invoices</li><li>Manage accounts receivable, including invoicing and collecting customer payments</li><li>Prepare and issue checks for subcontractors</li><li>Track and reconcile company credit card transactions</li><li>Assist with month-end and basic financial reporting tasks</li><li>Provide backup support for answering incoming calls during busy summer months</li><li>Assist with administrative tasks including but not limited to: registering equipment, processing rebates/promotions, and filing documentation for HR dept.</li><li>Support general office operations as needed</li></ul>Qualifications:<ul><li>Minimum of 3 years of accounting or bookkeeping experience</li><li>Proficiency in QuickBooks (required)</li><li>Strong understanding of accounts payable and receivable processes</li><li>Excellent attention to detail and organizational skills</li><li>Ability to multitask and adapt in a dynamic environment</li><li>Strong communication and customer service skills</li></ul>Preferred Qualifications:<ul><li>Experience in the HVAC, construction, or service industry</li><li>Any Human Resorces experience is a plus</li><li>Familiarity with ServiceTitan also a plus</li></ul>What We Offer:<ul><li>Competitive pay based on experience</li><li>Opportunity to grow with a stable and expanding company</li><li>Supportive team environment</li></ul>Pay: $20-25 hourly based on experience Pay: $20.00 - $25.00 per hourBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

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