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Construction Administrative Assistant

2 months ago

Phoenix, United States DBA Construction, Inc. Full time
Job DescriptionJob Description

Construction Accounting & Payroll Administrative Assistant

DBA CONSTRUCTION, INC. is seeking a highly motivated and detail-oriented construction Administrative Assistant to join our team in the Phoenix, AZ area. This position will work closely with our Payroll, Accounts Payable, and our Assistant Controller. The ideal candidate will be a self-starter who is detail oriented, has a proven track record of success, and is a team player.


Responsibilities:

  • Process and record accounts payable transactions accurately and timely, ensuring adherence to company policies, procedures, and established terms
  • Review invoices, obtain necessary approvals, code expenses, and enter data into the accounting system
  • Prepare and perform weekly check runs
  • Assist with the preparation of financial reports and analysis as needed
  • Provide administrative support to the finance team, including filing, scanning, and organizing documents
  • Receive, review, and process invoices from suppliers, subcontractors, and vendors in a prompt and accurate manner, utilizing accounting software
  • Maintain vendor records and update contact information
  • Reconcile vendor statements and resolve discrepancies
  • Track and manage accounts payable aging reports
  • Match invoices with delivery receipts and receivers
  • Maintain effective communication with vendors regarding payment status, discrepancies, and any accounts payable-related inquiries
  • Code expenses to the appropriate category
  • Assist with month-end closing processes, ensuring that all accounts payable transactions are accurately recorded
  • Maintain organized and up-to-date records of accounts payable transactions
  • Collaborate with the finance team, procurement, and project managers to facilitate accurate and efficient financial operations
  • Preparing and processing invoices into the accounts payable system
  • Process weekly payrolls accurately and timely
  • Prepare timely payment of all direct deposits
  • Ensure all payroll transactions are compliant with federal, state, and local regulations
  • Maintain accurate payroll records and reports.
  • Facilitate the onboarding process for new hires, ensuring they are properly set up in the payroll system.
  • Provide guidance and support to new employees regarding payroll-related inquiries.
  • Update and maintain employee records, including changes in employment status, personal information, and salary adjustments.
  • Ensure all employee records are accurate, up-to-date, and confidential.
  • Reconcile and process employee timecards for payroll.
  • Assist with payroll processing and related tasks as needed.
  • Reconcile and process employee timecards for payroll.
  • Enter deduction and benefits in the payroll software system based on information provided by Administration
  • Maintain confidential personnel and payroll files.
  • Answer questions from employees and staff in a timely, helpful and pleasant manner
  • Answer phones, make copies, file, and other duties as assigned.

Qualifications:

  • High school diploma or equivalent.
  • Prefer at least 1 year of experience in Accounts Receivable/Payable/Payroll preferably in the construction industry.
  • Ideally, Experience in Construction Billing/Contract Administration.
  • Knowledge of construction industry payment processes is advantageous.
  • Strong attention to detail and a commitment to accuracy in data entry.
  • Excellent communication and interpersonal skills.
  • Ability to handle sensitive situations and confidential information with discretion.
  • Assist with special projects and ad-hoc assignments as assigned by management.

Paid Vacation, Paid Sick Time, Paid Holidays

Health Insurance

Vision, Dental

Short/Long Term Disability

Voluntary AD & D Insurance

401 K

DBA Construction Inc is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.



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