Accounting & Office Assistant

Aston Carter • Jupiter, FL • 7h ago

Job Title: Accounting & Office AssistantJob Description

A dynamic construction and manufacturing organization in Palm Beach County is seeking a dedicated Accounting & Office Assistant to support their bookkeeper in managing day-to-day accounting and project-finance activities. This entry-level role offers an excellent opportunity to learn construction accounting, job cost tracking, and QuickBooks Online in a collaborative, hands-on environment.

Responsibilities

Enter vendor bills, credit card transactions, and deposits into QuickBooks Online.

Maintain organized digital and physical files for customers, vendors, jobs, W-9s, COIs, and contract documents.

Assist with setting up customers, vendors, jobs, and cost codes in QuickBooks Online under supervision.

Help process vendor and subcontractor invoices, match to purchase orders/receiving, and route for approvals.

Prepare customer invoices and progress billings from templates and checklists.

Track incoming payments, update remittance details, and support basic collections follow-up.

Assist with coding expenses by project, phase, and cost category.

Help monitor retainage, deposits, change orders, and committed costs logs.

Support the preparation of AIA billing packages (G702/G703) and backup as trained.

Assist with monthly bank and credit card reconciliations using checklist-driven methods.

Prepare folders, schedules, and tie-outs for month-end and year-end close.

Collect and verify timesheets, confirm approvals, and support payroll processing tasks.

Maintain employee files and assist with onboarding documentation.

Answer phones and emails, coordinate with clients, vendors, and subcontractors.

Track lien waivers, insurance certificates (COIs), and NDAs.

Support ad hoc tasks and special projects as needed.

Essential Skills

Proficiency in accounting and Microsoft Excel.

Strong data entry skills and experience with Microsoft Office.

Excellent communication skills and a team-oriented attitude.

Experience with accounts payable, finance, invoicing, purchase orders, and reconciliation.

Familiarity with bookkeeping and accounts receivable processes.

Ability to handle billing and journal entry tasks.

Additional Skills & Qualifications

Basic familiarity with QuickBooks is beneficial but not required.

Experience with Excel/Google Sheets is advantageous.

Strong attention to detail, organizational skills, and follow-through.

Comfortable working in a fast-paced, deadline-driven environment.

Professional communication skills with a positive, can-do attitude.

Work Environment

Work onsite Monday to Friday in Jupiter, FL. The company fosters a positive, team-oriented, and collaborative environment. Employees enjoy a laid-back and supportive atmosphere. Once converted to permanent status, employees benefit from a comprehensive benefits package including health, dental, and vision coverage, a 401(k) plan, generous PTO, and two paid weeks off during the Christmas season.

Job Type & Location

This is a Contract to Hire position based out of Jupiter, FL.

Pay and Benefits

The pay range for this position is $24.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Jupiter,FL.

Application Deadline

This position is anticipated to close on Feb 22, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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