Job Description

ACCOUNTING ASSISTANT - JOB DESRIPTION

• Maintain Vendor data base in Sage accounting software including legal name, address, Tax ID # and Form 1099 status.
• Maintain and Enter Vendor Form W-9 information into Sage accounting software.
• Enters subcontract agreements, purchase orders & subcontractor change orders in Sage Accounting software.
• Review applications for payments for correctness, accuracy, confirm the proper retainage is being withheld and review Lien Waivers for accuracy. Enter the application for payment into Sage accounting Pending Invoice register and distribute to the PM for review and approval.
• Review invoices for correctness, accuracy and confirm the proper sales tax is included (where applicable) and enter the invoice into Sage accounting Pending Invoice register and distribute to the PM for approval.
• Process approved application for payments and invoices in Sage accounting and file invoices in accounting.
• Prepare and distribute specific project related Lien Waivers for all new projects with subcontract agreements.
• Review vendor checks BEFORE mailing. Confirm release with Project Manager, confirm amount, confirm address, verify that checks are duly signed and that lien waivers, COI's etc. are all in and correct.
• Scan all invoices and payment checks into DocStar, and file in paid invoice cabinet.

PROJECT MANAGEMENT

• Set up job specific Project Management folders in the public directory.
• Set up project documents in the public file 14.1 - Plans & Specifications. Include all addenda, RFI's, reports and supplemental documentation. Verify documents with specification table of contents and Drawing Lists and note any discrepancies with the Project Manager.
• Enter list of contract documents in ProjectSight job file. Include all specifications, drawings, addenda, RFI's, reports and supplemental documentation.
• Maintain and update all project contract documentation in public folders and ProjectSight. Documents include drawing revisions, specification revisions, addenda, bulletins, sketches, reports, etc. Documents that are superseded shall be placed in the "Superseded" folder.
• Prepares subcontract award package email including: COI sample, Application for Payment templates, project specific lien waivers, and project contact sheet.
• Review owner's contract for insurance/payment/compliance requirements and request a COI from insurance agent. Prepare and incorporate these requirements into subcontractor award package as necessary.
• Prepares and updates Subcontract Agreement Tracking List for each project. Responsibilities for Tracking List include:
  • Track subcontract agreements with date issued, returned and executed.
  • Obtains and reviews subcontractor insurance certificates and endorsements. If required, issues a non-conformance email to the subs regarding the COI deficiencies and tracks revisions. Coordinate with subcontractors and/or insurance agents to obtain proper coverages. Verification of subcontractors and sub-subs' workers compensation coverage. Includes the use of state websites for verification or requests WC Declaration page for record.
  • Verification that subcontractor W-9 forms have been submitted.
  • Distribute weekly updates with accounting, project managers and executives regarding subcontractor agreements, insurance and W9 status.
• Review returned subcontract agreements for edits and flag for PM to review.
• Return fully executed subcontract agreement to the subcontractor and upload executed document to ProjectSight.
• Where applicable, obtain and track MBE/WBE/DBE certs from subs/vendors based on specific project requirements.
• Where applicable, obtain and track I-9 forms from subcontractors based on specific project requirements.
• Generate job specific purchase orders as directed by the project manager.
• Generate shop drawing and submittal transmittals.

ESTIMATING

• Organizes bid documentation in public and Dropbox folders. Includes separating PDF documents into individual specification sections and drawings. Update documents that have been superseded by addenda, RFI or other forms of revisions.
• Provide follow-up calls on potential subcontractor and supplier bidders for specific projects.

GENERAL ADMINISTRATIVE

• Handles phone calls to general mailbox line. Greets walk-ins for meetings.
• Manage outgoing UPS Packages
• Coordinate service calls for office equipment and maintenance issues with Landlord.
• Maintain neatness of common areas
• Organize and order company lunches when required
• Order office supplies

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