Accounts & Admin Specialist: Billing, Payroll & Projects

Aston Carter; Fresno (CA); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

401(k) plan

Job summary

This is a Contract to Hire position based out of Fresno, CA. Aston Carter seeks an organized administrative professional to manage front desk duties, billing and payroll processes, and project support across a dynamic, fast-paced environment.

Responsibilities include handling calls, invoices, accounts payable, and coordination with project teams, using Sage accounting software and Microsoft 365 tools to ensure accurate data entry and timely reporting.

Qualifications

• High School Diploma or equivalent required.
• 2+ years of experience in administrative support, office coordination, accounting, or project support.
• Experience with billing, payroll processing, and accounts payable functions.
• Proficiency with Microsoft 365 Business, including Outlook, Excel, Word, and Teams.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Experience with accounts payable and accounts receivable processes.
• Demonstrated experience providing administrative support, including filing, scanning, clerical work, and front desk operations.
• Proficiency in Microsoft Excel for data entry, tracking, and reporting.
• Strong organizational, multitasking, and time-management skills.
• Excellent attention to detail and accuracy in all administrative and financial tasks.
• Strong verbal and written communication skills for interacting with customers, vendors, and internal staff.

Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner.
• Greet visitors, provide a welcoming front desk presence, and assist with customer inquiries.
• Open, sort, and distribute incoming mail and deliveries in a timely and organized manner.
• Maintain organized electronic and physical filing systems to ensure easy retrieval of documents.
• Manage general office correspondence and perform a wide range of administrative tasks.
• Assist with special projects and perform additional duties as assigned by leadership.
• Prepare and process customer invoices and billing documentation accurately and on schedule.
• Enter, track, and maintain Accounts Payable records to support financial accuracy.
• Assist with vendor communications, including invoice reconciliation and follow-up as needed.
• Support accounting functions using Sage software and maintain accurate financial records.
• Ensure all billing and accounting documentation is complete, accurate, and properly filed.
• Collect, review, and submit employee timesheets and payroll data in an accurate and timely manner.
• Coordinate employee schedules and assist with workforce planning to support operational needs.
• Ensure payroll information is submitted on time and in compliance with internal procedures.
• Maintain employee records and related administrative documentation in an organized manner.
• Prepare and assemble project proposal packets, bid packages, and supporting documentation.
• Assist with project-related correspondence, reports, and document management.
• Coordinate meetings, appointments, and project schedules for project managers and teams.
• Maintain project files and ensure all documentation is organized, current, and accessible.
• Support project managers with administrative and operational needs throughout the project lifecycle.
• Use Microsoft 365 applications, including Outlook, Excel, Word, and Teams, to support daily tasks such as email management, calendar coordination, data entry, and document preparation.
• Perform data entry with a high level of accuracy for billing, accounts payable, payroll, and project-related information.
• Provide general administrative support including scanning, filing, clerical tasks, and front desk coverage.
• Assist with logistics coordination as needed to support office and project operations.
• Maintain a professional and supportive presence for internal staff, leadership, project managers, and field personnel.

Skills

Microsoft 365

Data entry accuracy

Customer service

Verbal and written communication

Front desk operations

Education

High School Diploma or equivalent

Associate Degree preferred

Tools

Sage Accounting Software

Microsoft Excel

Job description

This is a Contract to Hire position based out of Fresno, CA. Aston Carter seeks an organized administrative professional to manage front desk duties, billing and payroll processes, and project support across a dynamic, fast-paced environment.

Responsibilities include handling calls, invoices, accounts payable, and coordination with project teams, using Sage accounting software and Microsoft 365 tools to ensure accurate data entry and timely reporting.