Accounting & Office Assistant

Aston Carter

1d•$24 - $28•Onsite

About The Position

A dynamic construction and manufacturing organization in Palm Beach County is seeking a dedicated Accounting & Office Assistant to support their bookkeeper in managing day-to-day accounting and project-finance activities. This entry-level role offers an excellent opportunity to learn construction accounting, job cost tracking, and QuickBooks Online in a collaborative, hands-on environment.

Requirements

Proficiency in accounting and Microsoft Excel.
Strong data entry skills and experience with Microsoft Office.
Excellent communication skills and a team-oriented attitude.
Experience with accounts payable, finance, invoicing, purchase orders, and reconciliation.
Familiarity with bookkeeping and accounts receivable processes.
Ability to handle billing and journal entry tasks.

Nice To Haves

Basic familiarity with QuickBooks is beneficial but not required.
Experience with Excel/Google Sheets is advantageous.
Strong attention to detail, organizational skills, and follow-through.
Comfortable working in a fast-paced, deadline-driven environment.
Professional communication skills with a positive, can-do attitude.

Responsibilities

Enter vendor bills, credit card transactions, and deposits into QuickBooks Online.
Maintain organized digital and physical files for customers, vendors, jobs, W-9s, COIs, and contract documents.
Assist with setting up customers, vendors, jobs, and cost codes in QuickBooks Online under supervision.
Help process vendor and subcontractor invoices, match to purchase orders/receiving, and route for approvals.
Prepare customer invoices and progress billings from templates and checklists.
Track incoming payments, update remittance details, and support basic collections follow-up.
Assist with coding expenses by project, phase, and cost category.
Help monitor retainage, deposits, change orders, and committed costs logs.
Support the preparation of AIA billing packages (G702/G703) and backup as trained.
Assist with monthly bank and credit card reconciliations using checklist-driven methods.
Prepare folders, schedules, and tie-outs for month-end and year-end close.
Collect and verify timesheets, confirm approvals, and support payroll processing tasks.
Maintain employee files and assist with onboarding documentation.
Answer phones and emails, coordinate with clients, vendors, and subcontractors.
Track lien waivers, insurance certificates (COIs), and NDAs.
Support ad hoc tasks and special projects as needed.