accounting clerk

Job Description

Job Description

Job Title: Accounting Clerk & Administrative Assistant Department: Accounting / Finance Reports To: Controller / Office Manager

Position Summary

The Accounting Clerk & Administrative Assistant supports the accounting and administrative functions of a construction company by managing invoice documentation, vendor records, project-related paperwork, and office administration. This role focuses on accounts payable coordination and recordkeeping. The ideal candidate is detail-oriented, organized, and capable of managing a high volume of transactions in a fast-paced construction environment.

Key Responsibilities

• Review, verify, and process vendor and subcontractor invoices for accuracy and proper approval.
• Match invoices with purchase orders, contracts, packing slips, and quotations.
• Code invoices to the appropriate general ledger accounts and construction projects.
• Reconcile vendor statements and resolve discrepancies in a timely manner.
• Allocate labour hours and costs to specific jobs and cost codes. Maintain and update job costing spreadsheets in Excel.
• Track subcontractor compliance documents, including insurance certificates, liens, and WSIB clearances where applicable.
• Assist with month-end and year-end closing activities related to accounts payable.
• Prepare, generate and distribute accurate customer invoices.
• Maintain organized digital and physical filing systems for invoices, contracts, and payment records.

Qualifications

• Diploma or certificate in Accounting, Bookkeeping, or Business Administration preferred.
• 1-3 years of accounts payable, accounting experience and administrative experience preferably in the construction industry.
• Knowledge of construction accounting principles and job costing.
• Proficiency in Microsoft Excel and Microsoft Word and QuickBooks desktop.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet tight deadlines.
• Strong communication and interpersonal skills.

Skills and Competencies

• Accounts payable processing
• Invoice verification and coding
• Account reconciliation
• Data entry accuracy
• Problem-solving and analytical skills
• Confidentiality and professionalism
• Knowledge of construction contracts and job costing
• Ability to work independently and as part of a team

Working Conditions

• Full-time position
• Office work environment
• Regular interaction with vendors, customers, subcontractors, project managers, and accounting personnel.