Job Position Summary
The Accounting & Operations Assistant bridges the gap between daily field operations and core administrative financial health. This dynamic role is responsible for the full lifecycle of procurement, vendor management, and basic bookkeeping. You will actively manage subcontractor schedules, secure quotes, coordinate shipping logistics, handle timecard analysis, and perform daily bookkeeping tasks. This role also serves as an internal anchor, providing operational administrative support and cross-functional HR assistance when required.
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Key Responsibilities
Procurement & Logistics Management
· Supplier & Subcontractor Management: Source, onboard, and maintain positive relationships with vendors and suppliers. Actively monitor subcontractors to ensure project schedules, guidelines, and compliance standards are fulfilled.
· Purchasing & Sourcing: Solicit and compile competitive quotes from vendors. Place Purchase Orders (POs) with the vendors
· Liaison with the Vendors: Serve as the liaison between the purchasing team and the supplier. Continuously follow up with suppliers regarding purchase statuses, critical delivery dates, and shipping logistics to minimize production delays.
Accounting & Bookkeeping Functions
Bookkeeping & Ledger Maintenance: Enter and categorize daily financial transactions, sales, and expenses into accounting software.
Accounts Payable: Process vendor bills, track incoming and outgoing payments.
Expense Reimbursements: Audit and process employee expense reimbursement reports against corporate policies.
· Timecard Follow-up & Analysis: Track employee and subcontractor timecards. Analyze labor allocations, follow up on missing timesheets, and review variances prior to submitting data to processing.
Administrative & HR Support
· HR Assistance: Provide cross-functional Human Resources administrative aid when needed, such as basic onboarding documentation, tracking employee records, or policy distribution.
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Desired Qualifications
· Experience: 2+ years of hands-on experience in bookkeeping, general accounting, or another operations role.
· Education: High school diploma required. An Associate’s or Bachelor’s degree in Accounting, Finance, or a related business field is highly preferred.
· Technical Skills: Proficiency with accounting platforms (e.g., QuickBooks, Sage, or equivalent ERPs) and advanced Microsoft Excel capabilities.
· Core Competencies. Solid grasp of basic bookkeeping and GAAP principles.
· Soft Skills: Team player and eager to learn. Extreme attention to factual detail, excellent organizational and scheduling skills, and strict discretion with confidential financial data. A process-oriented mindset capable of switching smoothly between financial tasks and operational logistics.
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Success Metrics
· PO & Logistical Efficiency: Meet or exceed the KPIs set for the on-time supplier delivery, and reduce the supplier bottlenecks due to lack of follow-up.
· Cost Efficiency & Sourcing: Sourcing quality quotes that align with project budgets while maintaining standard company lead times.
· Bookkeeping Accuracy: Maintenance of error-free general ledger entries with financial reconciliations completed by scheduled monthly deadlines.
· Timecard Integrity: 100% of weekly workforce timecard data analyzed, completed, and cleared for payroll on time.