Office Accounting Specialist - Cleveland, OH

Description

• Support project file maintenance and updates as required.
• Cross-train in core administrative functions to support continuity of daily operations.
• Import job setup data into accounting systems and maintain vendor and customer records.
• Reconcile accounts and prepare related financial reporting.
• Support accounts payable (AP) processing, including vendor communication.
• Support the organization and digitization of project files and company databases.
• Assist in tracking vendor/supplier preliminary notices, lien releases, submittals, and other required documentation.
• Prepare, review, and administer subcontractor MSAs, purchase orders, work orders, warranties, and COIs.
• Assist with payroll processing and certificate of insurance (COI) management.
• Assist with general clerical needs, data entry, file organization, and office communications.
• Send and receive project documentation while maintaining accurate logs in company systems.
• Manage inbound and outbound calls and emails with professionalism and accuracy.
• Assist with collections, maintaining accurate aging reports and performing timely outreach.
• Process, review, code, and enter outgoing invoices and incoming payments.
• Update office and project files by gathering information from management and team members.
• Schedule meetings, appointments, orientations, and other office functions.
• Maintain centralized project and office documentation.
• Maintain office policies, procedures, and employee-related documentation as needed.
• Provide administrative support for sales and estimating teams, including documentation, tracking, and client/vendor communication.
• Provide customers with updates, documentation, and scheduling information.
• Communicate with project contacts regarding scheduling, documentation requirements, and project updates.
• Support accounts receivable (AR) functions including billing, statements, payment posting, and follow-up.
• Make and post bank deposits as needed.

Requirements

• High attention to detail and accuracy in documentation and reporting.
• Minimum 3–5 years of experience in administration, project coordination, or a similar role.
• Experience with accounting or project management systems (e.g., Viewpoint, Sage, Foundation, Timberline, SAP, or similar).
• Proficiency with Microsoft Office Suite.
• Excellent organizational, multitasking, and communication skills.
• Ability to manage multiple priorities and work effectively with cross-functional teams.
• Self-motivated, dependable, and able to work independently in a fast-paced environment.
• CRM or construction project software experience preferred; Salesforce experience a plus.

Benefits

• Opportunities for professional growth and advancement
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match
• Competitive salary commensurate with experience

Training + Development

Interview process

Visa Sponsorship

Security clearance