Administrative Accounts Support Specialist

We are looking for a proactive, highly organized Administrative Accounts Support Specialist to join our team and provide essential support across departments including Accounting, Operations, and Business Development. This hybrid role blends administrative expertise with hands-on support for vendor communications, billing processes, financial tracking, and project coordination.

If you enjoy working in spreadsheets, managing business correspondence, and keeping processes running smoothly behind the scenes, we want to hear from you.

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What You'll Do

• Serve as a central point of contact for administrative and financial coordination across multiple departments.

• Assist with tracking and supporting accounts payable/receivable functions, including report preparation and information follow-up.

• Communicate directly with vendors, suppliers, and clients to resolve billing discrepancies and documentation inquiries.

• Prepare, maintain, and update spreadsheets, summaries, and financial records with a strong focus on accuracy.

• Draft professional business correspondence such as emails, memos, and letters.

• Maintain organized digital and physical filing systems for invoices, contracts, and other financial documents.

• Track outstanding invoices, manage document follow-up, and ensure project-related information is up to date.

• Assist with employee expense reporting and credit card reconciliation.

• Collaborate with finance/accounting teams to ensure accurate and timely financial reporting.

• Provide general administrative support, including scheduling meetings, preparing documents, and organizing files.

• Work closely with Project Managers to track project timelines (start and completion dates), ensuring all insurance, bonding, and compliance needs are met.

• Support a variety of project account management tasks to keep internal teams aligned and informed.

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What You Bring

• 2+ years of experience in administrative, accounting support, or office coordination roles.

• Working knowledge of basic accounting principles and financial workflows (formal certification not required).

• Strong proficiency in Microsoft Excel and Word; comfortable managing data and reports.

• Excellent verbal and written communication skills, with a professional and customer-focused demeanor.

• Exceptional attention to detail and a knack for staying organized under pressure.

• Ability to handle multiple priorities and deadlines in a dynamic, team-oriented environment.

• Experience with accounting software such as QuickBooks, Sage, or similar platforms (preferred but not required).

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This role is perfect for someone who enjoys wearing multiple hats and playing a key role in keeping business operations smooth and efficient.