Administrative Assistant - Construction

Om Technology Energy Systems; Arizona; On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Growth potential

Job summary

XB Construction in Mayer, AZ is seeking a detail-oriented Construction Accountant to manage job costing, invoices, payroll coordination, and project financial documentation. This role serves as the central point between office, project teams, and field staff, ensuring timely, accurate financial records for active projects.

Ideal candidates will have 3+ years in construction accounting, strong knowledge of WIP reporting and subcontractor invoicing, and proficiency with QuickBooks.

Qualifications

• 3+ years accounting in construction industry.
• Strong understanding of construction job costing, WIP reporting, and subcontractor/vendor invoicing processes.
• Experience with accounts payable/receivable and payroll processing; certified payroll a plus.
• Experience supporting HR administration preferred.
• Proficiency in Microsoft Office and Google Workspace; QuickBooks or similar accounting software.

Responsibilities

• Process and track job costs, invoices, purchase orders, and expense reports by project; manage accounts payable and receivable, reconcile subcontractor pay applications and lien waivers, support job costing and budget-to-actual reporting for active projects, coordinate payroll processing including certified payroll where required, and assist with WIP schedules and month-end close.
• Maintain vendor and subcontractor compliance paperwork (insurance certificates, W-9s, contracts), process subcontractor invoices and change orders, and order and track materials and office equipment.
• Schedule and track candidate interviews, onboarding and timesheets and assist with system questions for new hires.
• Manage daily office operations, supplies, and facilities upkeep, greet visitors, and manage incoming and outgoing mail and deliveries, and coordinate scheduling for meetings, and site visits.

Skills

Construction accounting

Job costing

WIP reporting

Payroll processing

A/P & A/R

QuickBooks

Tools

Buildertrend

Job description

Construction Accountant

This full-time, non-exempt Construction Accountant position is based at XB Construction's Mayer, AZ office and reports to the Project Manager. We're looking for a detail-oriented self-starter with hands-on construction industry accounting experience to manage the company's financial operations and serve as the central point of coordination between the office, project teams, and field staff. This role keeps the business financially organized by managing job costing, vendor and subcontractor invoicing, payroll coordination, and ensuring project financial documentation and compliance records stay current.

Job Duties

• Accounting & Financial Management: Process and track job costs, invoices, purchase orders, and expense reports by project, manage accounts payable and receivable, reconcile subcontractor pay applications and lien waivers, support job costing and budget-to-actual reporting for active projects, coordinate payroll processing including certified payroll where required, and assist with WIP (work-in-progress) schedules and month-end close.
• Vendor & Subcontractor Support: Maintain vendor and subcontractor compliance paperwork (insurance certificates, W-9s, contracts), process subcontractor invoices and change orders, and order and track materials and office equipment.
• HR & Personnel Support: Schedule and track candidate interviews, onboarding and timesheets and assist with system questions for new hires.
• Office & Administrative Operations: Manage daily office operations, supplies, and facilities upkeep, greet visitors, and manage incoming and outgoing mail and deliveries, and coordinate scheduling for meetings, and site visits.

Requirements:

• 3+ years of accounting or bookkeeping experience in the construction industry specifically. (Will not consider any other industry.)
• Strong understanding of construction job costing, WIP (work-in-progress) reporting, and subcontractor/vendor invoicing processes.
• Experience with accounts payable/receivable and payroll processing; certified payroll experience a plus.
• Experience supporting HR administration preferred.
• Proficiency in Microsoft Office and Google Workspace; QuickBooks or similar accounting software experience required.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Excellent written and verbal communication skills.
• Ability to work independently and problem-solve.
• Familiarity with construction management software ("Buildertrend or similar") preferred.

Pay:

Benefits: Health insurance, paid time off, and growth potential within a stable, established company.

Join our team at XB Construction in Mayer, AZ and help keep our projects running smoothly!