Administrative & Accounting Assistant

Administrative & Accounting Assistant

Location: Panama City, FL

Schedule: Monday–Friday, 8:00 AM–4:30 PM (30-minute lunch)

Pay Rate: $16.50/hour

Attire: Business Casual

Position Overview

We are looking for a highly capable Administrative & Accounting Assistant who can blend traditional office support with technical financial duties. This role is designed for an administrative professional who brings a specialized accounting lens to the team. You will serve as the office’s internal lead for the AP/AR cycle, moving beyond data entry to ensure the financial integrity of every project.

Key Responsibilities

Financial & Accounting Support:

• Full AP/AR Cycle: Independently manage Accounts Payable and Receivable. This includes verifying accuracy, entering invoices/credits into QuickBooks Desktop, and following up on discrepancies without constant supervision.
• Payroll & Sub-Auditing: Gather subcontractor invoices and perform a “sanity check” against work completed to prepare accurate weekly payroll data.
• Billing & Collections: Professionally invoice builders for completed work and maintain a consistent follow-up schedule to ensure payments are received.

Project & Sales Assistance:

• Project Tracking: Support the Sales team by maintaining job folders. You will track everything from the initial DocuSign and estimate to material orders and labor assignments.
• Procurement: Assist with pulling purchase orders, ordering materials, and assigning subcontractors to specific jobs.
• Job Flow: Monitor emails and texts to ensure no detail falls through the cracks from the start of a job through final completion.

General Office Operations:

• Communication: Serve as a professional point of contact for vendors, customers, and builders.
• Digital Support: Use Adobe to manage and organize project documentation and Google Sheets/Excel to maintain real-time tracking logs for the team.

Required Skills & Qualifications:

• Accounting Foundation: Must have direct experience with Accounts Payable and Receivable. We are looking for someone who understands accounting principles, not just someone who can “type into QuickBooks.”
• Software Proficiency:
  • QuickBooks Desktop: Familiarity is a must.
  • Google Workspace: Advanced skill in Google Sheets (shared sheets, basic formulas, and data organization).
  • Adobe: Proficiency in editing, merging, and managing PDF documentation.
  • Microsoft Office: Strong skills in Word and Excel.
• Multi-Tasking: Ability to handle individual duties while sharing general office responsibilities with the team.
• Construction Knowledge: Experience in the trades or construction industry is highly preferred.