Bookkeeper Admin Assistant

Fox Construction; Billings (MT); On-site; USD 40,000 - 50,000; Full time

Job summary

A construction company in Billings, Montana, is seeking a full-time Bookkeeper/Administrative Assistant. The role involves handling data entry, tracking finances, and processing invoices. Preferred candidates will have basic bookkeeping knowledge and 3-5 years of relevant experience. This position requires multitasking and compliance assurance for vendors. Competitive compensation and office support during business hours offered.

Qualifications

• 3-5 years of relevant bookkeeping experience required.
• Ability to stand, sit, walk, lift, and carry up to 25 pounds.

Responsibilities

• Perform clerical and accounting tasks.
• Track finances and prepare reports.
• Review and process pay applications and invoices.

Skills

Basic knowledge of bookkeeping or accounting

Effective communication

Attention to detail

Education

Degree in related field (preferred)

Tools

Sage

Excel

Job description

BOOKEEPER/ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

SUMMARY: This role performs clerical and accounting tasks. They may handle data entry, track finances, and prepare reports.

RESPONSIBILITIES:

PROVIDE OFFICE SUPPORT

During Office hours including Answering Phones and Acting as

PAY APPLICATIONS/DRAW REQUESTS:

• Review Construction Invoices for sales tax & billing within subcontract.
• Print and/or Code Construction invoices for Project Mngt Review.
• Enter Job-Related Invoices into Sage.
• Build Electronic Draw Files & Complete Excel Reconciliations.
• Assist w/Processing Pay Applications(Draws) & Monthly Equipment Billings.
• Reconcile & Finalize Each Pay Application File (Batching).

GENERAL ACCOUNTS PAYABLE:

• Code & Enter Overhead Invoices into Sage.
• Review & Reconcile AP & Credit Card Statements.
• Process Payments/Checks – Project Checks, Friday Check Runs, 10th of Month Checks.
• Maintain Vendor/Subcontractor Records & E-mail New Vendor Packets to Potential Subs.

MAINTAIN COMPLIANCE FOR SUBCONTRACTORS/VENDORS INSURANCE CERTIFICATES:

• Review & Monitor Compliance for limits, coverages & endorsement requirements.
• File on Sever, Enter & Link in Sage.
• E-mail subcontractor/vendors when updates or changes are required.

CONSTRUCTION PROJECT SUPPORT:

• Maintain Subcontract Administration Process.
• Assist with Publication of 3 Week Schedules & Sub Contact Lists.
• Scan & Print Plans, as necessary.
• Replenish Field Forms, as necessary
• Download Pictures from Company Cam & Time-Lapse Cameras to Server.

ASSIST WITH PROJECT CLOSEOUT INCLUDING OWNERS MANUALS:

• Compile & Organize Info, paper & electronic, for Owners’ Manuals.
• Reconcile & Verify Closeout Documentation is Complete for Each Subcontractor/Vendor
• Archive project info including scanning documents.

GENERAL OFFICE:

• Misc Filing & Scanning.
• Assist with special projects as assigned.
• Other duties as assigned.

POSITION TYPE: Full-Time during business hours as defined by Fox Construction.

QUALIFICATIONS

• Education – A degree is not required for this position however is preferred.
• Basic knowledge of bookkeeping or accounting is preferred.
• Physical requirements include standing, sitting, walking, lifting, and carrying up to 25 pounds.
• At least 3-5 years of relevant bookkeeping experience or a combination of education and