Administrative Assistant / Accounts Payable
16 days ago
Roseville
Job Description Position Title: Administrative Assistant / Accounts Payable Department: Administration / Accounting Reports To: Controller, Office Manager, or Project Executive Location: Roseville, CA Industry: Residential / Custom Home / General Construction Position Summary The Administrative Assistant / Accounts Payable role supports the daily administrative, accounting, and project coordination needs of a construction company. This position is responsible for processing vendor invoices, maintaining organized records, assisting with subcontractor and supplier documentation, supporting project teams with administrative tasks, and helping keep office and project financial information accurate and current. This role requires strong organization, attention to detail, professionalism, and the ability to work effectively in a fast-paced construction environment with multiple active projects, vendors, subcontractors, and internal team members. Key Responsibilities Administrative Support • Provide general administrative support to management, project managers, superintendents, and accounting staff., • Answer phones, respond to emails, greet visitors, and route communications appropriately., • Maintain organized electronic and hard-copy filing systems for project, accounting, and company records., • Prepare letters, notices, meeting notes, transmittals, and other business documents., • Assist with scheduling meetings, appointments, inspections, and internal coordination calls., • Support office operations including mail handling, supply ordering, scanning, copying, and document distribution., • Maintain vendor, subcontractor, and project contact databases., • Assist with preparation and tracking of contracts, purchase orders, insurance certificates, W-9s, lien releases, and related project documentation., • Receive, review, code, and process vendor and subcontractor invoices for accuracy and completeness., • Match invoices to purchase orders, subcontract agreements, delivery tickets, and approvals as required., • Route invoices for review and approval by project managers or authorized staff., • Enter invoices into the accounting system accurately and in a timely manner., • Prepare weekly or periodic accounts payable check runs and electronic payment batches., • Track payment due dates to avoid late fees and maintain good vendor relationships., • Reconcile vendor statements and resolve invoice discrepancies, missing documentation, or billing issues., • Maintain accurate records of payments, credits, and open payables., • Assist with collection and tracking of conditional and unconditional lien releases as required., • Support month-end close by organizing payable records, accrual information, and backup documentation., • Assist with credit card receipt collection, coding, and reconciliation., • Assist with onboarding vendors and subcontractors, including W-9s, insurance certificates, licenses, DIR registration if applicable, and other compliance documents., • Help track purchase orders, commitments, and invoice status by project., • Support project teams with document control for RFIs, submittals, change orders, and billing backup when needed., • Coordinate with field and office personnel to obtain missing approvals, receipts, packing slips, and job cost information., • Help maintain accurate job cost coding and ensure expenses are assigned to the correct project and cost code., • Assist with preparation of owner billing backup, vendor files, and audit-ready documentation., • High school diploma or equivalent required., • Associate degree, bookkeeping certificate, or related coursework preferred., • Minimum 2 years of administrative and/or accounts payable experience, preferably in construction, contracting, development, or related industry., • Basic understanding of accounts payable procedures, invoice processing, and job cost coding., • Proficiency in Microsoft Office, especially Outlook, Word, and Excel., • Experience with construction accounting or project management software is preferred., • Strong data entry accuracy and attention to detail., • Ability to prioritize multiple tasks and meet deadlines., • Strong written and verbal communication skills., • Professional demeanor and ability to work with vendors, subcontractors, clients, and internal staff., • Experience in a general contractor, custom home builder, subcontractor, or construction-related office., • Familiarity with construction documents such as contracts, purchase orders, schedules of values, lien releases, and change orders., • Experience with software such as QuickBooks, Sage, Foundation, Viewpoint, Procore, Buildertrend, or similar platforms., • Organization and follow-through, • Invoice accuracy and attention to detail, • Time management and prioritization, • Communication and professionalism, • Problem-solving and persistence, • Recordkeeping and document control, • Basic accounting and job cost awareness, • Primarily office-based with routine coordination with field personnel and project staff., • May require occasional visits to job sites, vendor locations, or project meetings., • Prolonged sitting, computer work, phone use, and document handling., • Ability to lift and carry standard office files and boxes occasionally. Success in this position will be measured by: • Timely and accurate invoice processing, • Strong organization of records and supporting documents, • Proper job and cost code allocation, • Effective communication with project teams and vendors, • Low error rates and timely follow-up on discrepancies, • Consistent support of company administrative and accounting proceduresCompany DescriptionWe are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.We are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.
