Construction Accounting Assistant

Job Description Position OverviewThe Project Accountant supports the financial, administrative, and billing functions across multiple business units. This role ensures accurate recordkeeping, timely processing of invoices and bills, proper documentation controls, and consistent support of project-level accounting workflows. This position prepares—but does not execute—payments and check runs.Primary Responsibilities1. Invoice & Billing Management – Construction Division• Receive, label, and sort all invoices in the cloud filing system.• Enter all vendor bills into the accounting platform.• Support AP processing by preparing check runs for review.• Enter all pay applications into the accounting platform.2. Invoice & Billing Management – General Operations• Receive, label, and sort all incoming invoices in the cloud system.• Enter all vendor invoices and bills accurately and in a timely manner.• Prepare checks for approval.3. Billing & Invoicing – Equipment/Rental Division• Generate and send customer invoices.• Track rental revenues, outstanding invoices, and collections.• Maintain accurate rental logs and reconcile against internal usage records.4. Equipment & Vehicle Accounting• Record and track all equipment payments, leases, and recurring charges.• Maintain accurate logs for vehicle and equipment loans, payments, and schedules.• Ensure proper cost coding for job charging and equipment allocations.5. Credit Card Management• Reconcile all company credit card statements monthly.• Enter all credit card transactions into the accounting system with proper job/GL coding.• Review and approve expense submissions for compliance and supporting documentation.• Follow up with employees regarding missing receipts or incorrect allocations.6. Submittals, Compliance & Prequalification Support• Prepare and complete prequalification forms for general contractors and owners.• Track expiration dates and ensure all compliance documents remain active.7. Lien Waivers & Draw Billing Support• Collect and organize all subcontractor and vendor lien waivers.• Complete draw checklists for monthly billing cycles for internal review.• Coordinate with project managers and accounting staff to ensure all draw requirements are satisfied.• Organize and upload all draw support documents to customer/GC portals once reviewed and approved.Additional Expectations• This role will temporarily operate out of our Maricopa office; we are expanding and will be opening a Phoenix office in 2026.• Maintain highly organized digital folders and financial documentation.• Communicate clearly with managers, office staff, and vendors.• Meet internal deadlines for monthly billing, reconciliations, and month-end close cycles.• Uphold confidentiality and accuracy in all financial reporting activities.