Position Summary
This position works directly under the supervision of the Controller and is responsible for assisting with accounts payable, accounts receivable, bank reconciliations, payment processing, vendor communications, and maintaining accurate financial records.
The ideal candidate will have hands-on experience with QuickBooks Online, strong Excel skills, professional communication abilities in both English and Spanish, and a high level of integrity, confidentiality, accountability, and attention to detail.
This role requires someone who can manage multiple priorities, follow established procedures, communicate professionally with vendors and clients, and handle sensitive financial information with discretion.
Primary Responsibilities
Accounts Payable
· Review, enter, and process vendor invoices.
· Verify supporting documentation before payments are processed.
· Monitor outstanding balances and payment due dates.
· Maintain accurate and organized vendor records.
· Assist in resolving vendor billing discrepancies.
Payment Processing
· Prepare and process approved weekly payments.
· Execute ACH payments, wire transfers, credit card payments, and other authorized electronic transactions.
· Contact vendors and service providers to coordinate payments when necessary.
· Maintain complete documentation and audit trails for all payment activity.
· Verify that all required approvals have been obtained prior to processing payments.
Accounts Receivable
· Assist with customer invoicing and payment tracking.
· Follow up on outstanding customer balances.
· Maintain professional communication with customers regarding invoices and account status.
· Assist with collections and payment resolution efforts when necessary.
Financial Records & Reconciliations
· Maintain accurate and up-to-date financial records in QuickBooks Online.
· Perform bank account and credit card reconciliations.
· Research discrepancies, unidentified transactions, and account variances.
· Assist in preparing financial reports and supporting documentation for management review.
· Support month-end and year-end accounting processes.
Vendor & Client Communication
· Communicate professionally with vendors, subcontractors, customers, financial institutions, and internal personnel.
· Respond to inquiries regarding payments, invoices, account balances, and financial documentation.
· Build and maintain positive professional relationships with vendors and customers.
Administrative Support
· Maintain organized electronic and financial records.
· Assist with documentation related to contracts, insurance, vendors, and project files.
· Support special projects and assignments as directed by the Controller.
Required Qualifications
· Hands-on experience using QuickBooks Online.
· Strong Microsoft Excel skills.
· Professional proficiency in both English and Spanish.
· Experience with Accounts Payable and Accounts Receivable processes.
· Experience processing electronic payments.
· Strong organizational and time-management skills.
· Ability to manage multiple priorities and meet deadlines.
· Strong attention to detail and accuracy.
Preferred Qualifications
· Experience in the construction industry.
· Experience working in project-based businesses.
· Knowledge of job costing concepts.
· Experience working with subcontractors and vendor documentation.
Core Competencies
Integrity & Confidentiality
Demonstrates honesty, professionalism, and discretion when handling company, employee, banking, and financial information.
Accountability & Chain of Command
Works effectively within established reporting relationships, follows approved procedures, accepts direction professionally, and maintains accountability for assigned responsibilities.
Problem Solving
Demonstrates the ability to investigate discrepancies, identify root causes, and propose practical solutions before escalating issues.
Professional Communication
Communicates clearly, respectfully, and professionally with vendors, customers, financial institutions, management, and coworkers in both English and Spanish.
Organization & Follow-Through
Maintains accurate records, tracks outstanding items, follows up on unresolved issues, and ensures assigned responsibilities are completed on time.
Attention to Detail
Maintains a high degree of accuracy in financial records, payment processing, reconciliations, and supporting documentation.
Physical Requirements
- Ability to remain seated and work at a computer for extended periods.
- Frequent use of hands and fingers to operate office equipment.
- Ability to occasionally lift and carry up to 20 pounds.
- Ability to communicate effectively in person, by phone, and electronically.
Work Environment
- Professional office environment.
- Frequent interaction with employees, vendors, subcontractors, clients, and management.
- Standard business hours with occasional overtime during payroll processing, month-end close, year-end reporting, audits, or special projects.
Pay: $40,000.00 - $50,000.00 per year
Benefits:
Work Location: In person
