Accounting Data Entry Clerk

Position Summary

The Accounting Data Entry Clerk is responsible for the accurate and timely entry, maintenance, and verification of financial information supporting Elite Companies, Inc. and its construction operations. This position works closely with management, finance staff, project managers, vendors, and subcontractors to ensure invoices, job costs, vendor records, and other financial documentation are complete, accurate, and properly processed.

Essential Responsibilities

• Enter and maintain accounts payable, accounts receivable, and other financial information in company accounting and construction management systems.
• Receive, review, code, and process vendor invoices, subcontractor payment applications, employee expenses, and credit-card transactions.
• Assign transactions to the appropriate company, project, cost code, general ledger account, and/or division.
• Match invoices to purchase orders, subcontracts, receipts, approvals, and supporting documentation.
• Identify duplicate invoices, coding errors, missing approvals, and other discrepancies and assist with resolution.
• Maintain vendor and subcontractor records, including W-9s, certificates of insurance, lien waivers, and other compliance documentation.
• Assist with weekly payment processing and respond to routine vendor and subcontractor payment inquiries.
• Assist with customer invoicing, progress billing, payment posting, retainage tracking, and routine accounts-receivable follow-up.
• Maintain consistency between QuickBooks, construction management systems, and supporting project documentation.
• Work with project managers and staff to obtain missing invoices, receipts, approvals, and job-cost information.
• Maintain organized financial records and assist with month-end close, reconciliations, 1099 preparation, audits, reporting, and other accounting projects.
• Perform other accounting and administrative duties as assigned by the Vice President: Director of Operations.

Internal Controls

The Accounting Data Entry Clerk prepares and enters financial transactions but does not independently authorize or release company funds. The position must follow established approval procedures and may not independently approve invoices, authorize vendors or vendor banking changes, sign checks, or release electronic payments. Financial discrepancies or unusual transactions must be promptly reported to management.

Qualifications

• High school diploma or equivalent required; accounting or business coursework preferred.
• Previous data-entry, bookkeeping, accounts payable, accounting support, or administrative experience preferred.
• Strong attention to detail, accuracy, organization, and time-management skills.
• Proficiency with Microsoft Excel and general business software.
• Ability to learn and effectively use QuickBooks and construction management software.
• Ability to manage multiple priorities and meet established deadlines.
• Professional communication skills and ability to work effectively with employees, project managers, vendors, and subcontractors.
• Ability to appropriately handle confidential financial and business information.
• Construction, job-costing, progress-billing, or subcontractor-compliance experience preferred but not required.

Work Environment & Physical Requirements

This position primarily works in a professional office environment with regular interaction with management, finance staff, project managers, vendors, subcontractors, and other employees.

The position requires regular computer use, communication by telephone and email, and handling of financial and project documentation. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

This job description describes the general nature and primary responsibilities of the position and is not intended to be a comprehensive listing of every responsibility or duty. Responsibilities may be modified as the needs of Elite Companies, Inc. and its affiliated operations evolve.

Elite Companies is a family owned, diversified group of companies with a focus on growth. Our brands are currently involved in land development, construction, retail, commercial leasing and residential leasing. Our roots tie back to single family home construction, which is still a core part of our business, but have expanded into the design, construction and leasing of apartments and well as commercial properties. In addition, we develop land for both single family and multifamily construction for our own internal companies as well as outside companies. Last, but not least we also run a retail flooring operation.