Accounting & Office Administrator

About the role

Family-owned company that has fabricated and installed architectural panel systems for commercial and residential projects across the San Francisco Bay Area since 2012. We're a growing team of about 25 people, and we're adding a reliable, detail-oriented administrator to support accounting, compliance paperwork, field training records, and daily office operations.

This is a full-time, direct-hire position.

What you'll do

Accounting

• Support accounts payable and accounts receivable: invoice review, coding, entry, and follow-up on open balances
• Receive and sort incoming mail, routing payments received and vendor invoices
• Log incoming checks and prepare deposit batches and payment packets for management review
• Reconcile Ramp card transactions and assist with journal entries and monthly close
• Assist with payroll audits
• Prepare and file use tax returns and support other monthly, quarterly, and annual filing deadlines as backup to the finance team

Construction billing and job compliance

• Assist with monthly billing preparation for general contractor billing teams, including submissions through Procore and Textura
• Coordinate notarization of customer billing documents when required
• Prepare and track conditional and unconditional lien waivers and preliminary notices (pre-liens)
• Prepare pre-qualification packages, insurance forms, and certificates of insurance (COIs) for each job, and track expirations
• Support OCIP/wrap-up enrollment, certified payroll reporting, and construction registrations
• Maintain and renew city business licenses
• Assist with contract review, flagging insurance, billing, and paperwork requirements

Field training records

• Maintain field training records: sign-in sheets, training logs, certifications, and expiration tracking
• Communicate with field employees on paperwork and training records

Team and office support

• Work alongside leadership and the sales team to provide reports and billing information
• Cross-train with the Business Operations team to provide coverage and support
• Work closely with our virtual bookkeeper and the CFO
• Share light office duties with the team, including ordering office supplies and break room support
• Create and maintain folders, binders, and filing
• Help plan company events, including our annual Women in Construction Week community event and the holiday party

What you bring

• 2+ years of accounts payable and/or accounts receivable experience
• QuickBooks (or similar) and strong Excel skills
• Strong attention to detail, organization, and follow-through
• Comfort with both office administration and accounting work
• Ability to work on-site five days a week and lift up to 25 pounds

Nice to have

• Bilingual in English and Spanish, spoken and written (preferred, not required)
• Construction or contractor billing experience (pay applications, retainage, lien waivers)
• Experience with Procore, Textura, or other GC billing and project platforms
• Familiarity with certified payroll, OCIP/wrap-up programs, or COI management