Job Title: Accounting Specialist / Accounting & Office Administrator
Job Description
This role combines accounting, payroll, office administration, and project support to keep a growing construction organization running smoothly. The Accounting Specialist / Accounting & Office Administrator maintains accurate financial records, processes payroll, supports construction project documentation, and ensures efficient day-to-day office operations. The position suits a detail-oriented professional with construction industry experience who enjoys managing multiple responsibilities in a fast-paced environment.
Responsibilities
Manage full-cycle Accounts Payable and Accounts Receivable processes, ensuring timely and accurate posting of all transactions.
Process vendor invoices, subcontractor payments, and customer billings in alignment with company policies and project requirements.
Assist with month-end and year-end close activities, including reconciliations and preparation of supporting schedules.
Prepare and file sales tax returns and other required financial and regulatory reports.
Reconcile accounts and maintain accurate, up-to-date financial records and ledgers.
Support budgeting and financial reporting activities by providing data, reports, and analysis as needed.
Process weekly payroll for field and office employees, ensuring accuracy and compliance with applicable regulations.
Prepare and submit union reporting requirements in a timely and accurate manner.
Maintain employee personnel files and onboarding documentation, ensuring records are complete and organized.
Assist with benefits administration and employee record management in coordination with leadership.
Support compliance with employment regulations and company policies by maintaining accurate documentation and processes.
Serve as the primary point of contact for incoming phone calls and general inquiries, providing professional and courteous assistance.
Coordinate incoming and outgoing mail and other office communications to ensure efficient information flow.
Maintain organized filing systems, both electronic and paper-based, for financial, administrative, and project documentation.
Order office supplies and manage vendor relationships and accounts to support daily office operations.
Provide administrative support to project managers and leadership teams, including document preparation and coordination.
Assist with project setup and maintenance within the accounting system, ensuring accurate coding and tracking.
Track contracts, change orders, and project-related documentation to support project control and compliance.
Prepare and monitor subcontracts and purchase orders in coordination with project and accounting teams.
Assist in compiling project closeout packages, including warranties, manuals, and related documentation.
Maintain organized project records for audits, compliance reviews, and internal reporting purposes.
Support job costing and project tracking activities, including monitoring costs, progress billing, and related accounting entries.
Essential Skills
Minimum of 3 years of accounting, bookkeeping, or office administration experience within the construction industry.
Experience working for a construction, mechanical contracting, or related organization.
Knowledge of job costing, progress billing, and construction accounting principles.
Hands-on experience with Accounts Payable, Accounts Receivable, billing, invoicing, and reconciliation.
Experience processing payroll for both field and office employees.
Experience with construction accounting and project accounting, including subcontract administration.
Proficiency using Sage accounting software.
Strong proficiency with Microsoft Excel and other Microsoft Office applications.
Demonstrated ability to work independently, prioritize tasks, and manage multiple deadlines in a fast-paced environment.
Strong organizational, communication, and problem-solving skills.
High level of accuracy, attention to detail, and professionalism in all work performed.
Additional Skills & Qualifications
accounting coordination or accounting specialist roles within construction or related industries.
Experience supporting union reporting requirements and benefits administration.
Experience in office administration, including managing phones, mail, filing systems, and office supplies.
Familiarity with bookkeeping practices and full-cycle accounting processes.
Comfort working closely with project managers and leadership teams to support project and financial objectives.
Ability to maintain well-organized project and financial records for audits and compliance reviews.
Work Environment
This is a full-time role with a standard schedule of Monday through Friday, 7:00 a.m. to 4:30 p.m. The position offers a flexible working location, supporting a balance between office-based work and other approved arrangements as appropriate for the role. The environment is fast-paced and collaborative, with close interaction between accounting, office administration, and project teams. You will work extensively with accounting software such as Sage, as well as Microsoft Excel and other Microsoft Office applications, while maintaining both electronic and paper-based filing systems.
Job Type & Location
This is a Contract to Hire position based out of Green Bay, WI.
Pay and Benefits
The pay range for this position is $38.46 - $43.27/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 hybrid position in Green Bay,WI.
Application Deadline
This position is anticipated to close on Jul 28, 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® Platinum Award 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.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
