Accounting Assistant Needed

The role You'll be the day-to-day engine behind accounts payable and job-cost accounting. This is not a "sit and wait for tickets" job — invoices, lien waivers, and subcontractor billings come in constantly and need to be coded, verified, and moved. We need someone who keeps things flowing and speaks up early when something is stuck. What you'll do Accounts payable Receive, log, and code vendor and subcontractor invoices to the correct entity, job, and cost code Match invoices to POs, subcontracts, and approved change orders; flag anything that doesn't tie Prepare weekly check runs and payment batches for approval Maintain the AP aging and chase down anything approaching terms — no invoice sits silently Set up new vendors: W-9s, certificates of insurance, contact and payment info Construction accounting Assemble and review subcontractor pay applications (AIA G702/G703 format) Track retainage by job and by sub, including retainage release at close-out Collect and track conditional and unconditional lien waivers against every payment Maintain the schedule of values and job-cost budget vs. actual reports Help assemble monthly draw packages for lenders (invoices, waivers, backup, cover sheets) Log change orders and keep contract values current Property accounting support Enter and code utility, insurance, and recurring property invoices across seven buildings Reconcile credit card and receipt backup monthly Assist with month-end close, bank reconciliations, and variance reporting Reporting and communication Send a short written status update at the end of each day: what was processed, what's blocked, what needs a decision Keep a running log of open items with owners and dates Escalate immediately when a vendor threatens collection, a lien notice arrives, or an invoice can't be coded Requirements 2+ years of accounts payable experience, with at least 1 year in construction, real estate, or property management Working knowledge of job costing — you understand what a cost code is and why coding to the wrong job matters Comfortable in QuickBooks (Desktop or Online) and Excel/Google Sheets (SUMIFS, pivot tables, VLOOKUP/XLOOKUP) Excellent written English — you'll be emailing US vendors and subcontractors directly Reliable high-speed internet and a quiet place to take calls Detail-obsessed and genuinely bothered by an unreconciled number Nice to have Experience with AIA billing (G702/G703), lien waivers, and mechanic's lien deadlines Familiarity with [AppFolio / Yardi / Buildertrend / Procore / Sage 300 CRE — edit to match your stack] Multi-entity accounting experience (we run multiple LLCs; intercompany allocation is routine) Bookkeeping or accounting degree/certification Who does well here You don't hold a small invoice waiting for someone to notice it. If a $1,200 invoice can't be paid, you say so the same day and tell us why. You take notes in every meeting and send action items afterward without being asked. You'd rather ask one clarifying question up front than guess and redo the work. You're comfortable telling an owner that something looks wrong.