Accounting Administrative Assistant

About the Role

We are seeking a detail‑oriented and proactive Administrative Assistant to support daily office operations for a rapidly growing construction management firm. This role plays a key part in maintaining smooth office workflow, supporting HR and accounting functions, and ensuring project documentation is organized and accurate.

The ideal candidate is professional, organized, able to handle confidential information, and comfortable managing multiple priorities in a fast‑paced environment.

• Support internal communications, company announcements, and employee‑related updates.
• Assist with planning and coordinating company events.
• Manage ordering of business cards, marketing materials, branded company items, and holiday client baskets.
• Maintain confidentiality while handling sensitive information.
• Monitor the company’s general info inbox and route messages appropriately.
• Coordinate office maintenance, supply ordering, and vendor relationships.

• Assist with processing vendor invoices and entering data into the accounting system.
• Review invoices for accuracy and required documentation.
• Track invoice approvals and follow up with project managers as needed.
• Support accounts payable tasks and assist with reconciliation.
• Collect and verify subcontractor lien releases; track outstanding documents and follow up with vendors/subcontractors.
• Provide administrative support to the accounting team as required.

• Maintain organized electronic project files using accurate naming conventions.
• Provide support for permit, license, and registration tracking.
• Work with technology vendors and assist with system‑related tasks.
• Utilize CMiC or similar ERP systems, with a strong interest in expanding technical systems skills.
• Show initiative and eagerness to build business systems expertise.

• 2+ years of administrative or operations support experience (construction industry preferred).
• Experience with CMiC or similar ERP systems (preferred).
• Strong organizational skills with the ability to manage multiple workflows.
• Excellent written and verbal communication skills.
• High level of professionalism and discretion when handling confidential information.
• Strong attention to detail and comfort working in a fast‑paced environment.