Accounting And Administrative Assistant

Aston Carter•Pacific, WA

1d•Onsite

About The Position

This full-time, 16-week temporary Accounting and Administrative Assistant role provides maternity leave coverage in an office-based construction environment. The position focuses on accounts payable processing, subcontract and contract administration, and general clerical support. You will work closely with vendors, subcontractors, and internal teams to ensure accurate invoice processing, organized documentation, and smooth day-to-day office operations.

Requirements

1–3 years of administrative or clerical experience, preferably in an office environment.
Construction industry experience strongly preferred.
Experience supporting accounts payable or contract administration.
2+ years of accounting-related experience, including exposure to accounts payable and accounts receivable.
Proficiency with Microsoft Office, including Outlook, Excel, and Word.
Ability to perform accurate AP invoicing and Excel data entry.
Strong attention to detail, organization, and follow-through.
Ability to manage routine, repetitive tasks with accuracy and consistency.
Comfortable communicating with subcontractors, vendors, and internal team members by phone and email.
Solid general office management and administrative skills.
Ability to support multiple departments and manage competing priorities in a structured way.

Nice To Haves

Background in the construction industry is preferred and helps in understanding subcontractor and vendor processes.
Experience with accounting or construction-specific software; familiarity with Deltek ComputerEase is a plus.
Experience supporting accounts payable and contract administration functions in a construction or project-based environment.
Bookkeeping experience, including exposure to accounts receivable and basic accounting workflows.
Strong communication skills, both written and verbal, for interacting with subcontractors, vendors, and colleagues.
Experience providing phone support and front-office customer service.
Ability to work independently while also collaborating effectively with multiple departments.
Interest in gaining broader exposure to various parts of a growing construction company.
Flexibility to adapt to changing priorities during a temporary maternity leave coverage assignment.

Responsibilities

Process and enter vendor and subcontractor invoices accurately and in a timely manner.
Match invoices with purchase orders, subcontracts, and supporting documentation to ensure completeness and accuracy.
Assist with weekly check runs by preparing documentation, confirming approvals, and verifying required paperwork.
Maintain organized accounts payable files in both digital and physical formats.
Prepare, issue, and track subcontracts and related contract documents.
Follow up with subcontractors to obtain required paperwork, signatures, and compliance items.
Track and maintain subcontractor documentation, including certificates of insurance (COIs), W-9s, and lien waivers.
Serve as an administrative point of contact for subcontractor inquiries related to contracts, invoicing, and payments.
Answer phones, greet visitors, and provide professional front-office support.
Coordinate with vendors, subcontractors, and internal departments to support daily operations.
Assist with document management, filing, and data entry to keep records current and accurate.
Support leadership and the Office Manager with general clerical and administrative tasks as needed.
Provide administrative support to multiple departments, helping them with routine accounting and office-related tasks.
Perform Excel-based data entry for accounts payable and other accounting-related functions.
Assist with basic bookkeeping tasks and support accounts receivable activities as needed.
Use payroll and accounting software, including Deltek ComputerEase, to support accounting and administrative processes.