Project Assistant Jobs

About The Position

Requirements

• High School Diploma or GED required.
• Associate’s degree in accounting, business administration, or a related job field.
• Minimum two (2) years of administrative, accounting, bookkeeping, or project support experience.
• Equivalent combination of education, training, and experience.
• Strong proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information.
• Strong customer service and interpersonal skills.
• Applicants must be authorized to work for any employer in the U.S.
• Successful completion of pre-employment screening, including drug and background screening.

Nice To Haves

• Experience in the construction industry.
• Experience supporting project accounting, billing, or contract administration.
• Familiarity with construction industry terminology, contracts, and project processes.
• Experience with accounting and project management software preferred (Viewpoint Vista, Procore, or similar).

Responsibilities

• Assist with project setup and maintenance in accounting and project management systems.
• Process and code vendor invoices, subcontractor invoices, and expense reports.
• Support project billing, including preparation of owner invoices and payment applications.
• Track and maintain project budgets, commitments, purchase orders, and change orders.
• Assist with job cost reporting and project financial reconciliations.
• Review project cost documentation for accuracy and completeness.
• Monitor outstanding receivables and assist with collection efforts.
• Prepare and distribute routine project financial reports.
• Provide administrative support to Project Managers, Project Engineers, and Accounting personnel.
• Maintain organized project files, both electronic and hard copy.
• Coordinate project correspondence and distribute project-related communications.
• Schedule meetings, prepare agendas, and document meeting minutes.
• Prepare reports, spreadsheets, presentations, and project documentation.
• Answer phones, respond to inquiries, and direct communications appropriately.
• Assist with document control and project record retention requirements.
• Maintain subcontract agreements, purchase orders, and contract documentation.
• Track insurance certificates, bonds, licenses, and other compliance requirements.
• Assist with collecting and maintaining lien waivers and other project closeout documents.
• Support certified payroll reporting and prevailing wage documentation when applicable.
• Ensure project documentation complies with company policies and contractual requirements.
• Assist with final billing and collection activities.
• Compile project closeout documentation.
• Maintain archived project records according to company retention policies.
• Coordinate final subcontractor and vendor documentation.
• Complete assigned and required training for this role.