Documentation Assistant Jobs in California (NOW HIRING)

Pay: $32.00 - $40.00 per hour

Job description:

Company Overview

We are a public works general contracting and construction management firm specializing in fast-track construction projects. Based in Novato, California, we are committed to delivering high-quality construction solutions with efficiency, integrity, and professionalism.

Position Overview

We are seeking a detail-oriented and motivated Accounts Payable, Payroll & Assistant Project Accountant to join our team.

This position plays an important role in supporting the company's accounting and project financial operations. The position is responsible for managing accounts payable, processing payroll, assisting with project accounting and financial reporting, and supporting day-to-day accounting activities.

The ideal candidate will have strong accounting and payroll experience, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment. Construction accounting experience is highly desirable.

Key Responsibilities Accounts Payable & General Accounting

Process, review, code, and verify accounts payable transactions for accuracy and proper documentation.

Ensure transactions are recorded in accordance with applicable accounting principles and company policies.

Process and code credit card receipts on a weekly basis.

Reconcile monthly credit card statements and investigate discrepancies.

Perform accounts payable account reconciliations and resolve outstanding items.

Accurately enter and reconcile financial data within accounting software.

Assist with journal entries, general ledger reconciliations, and other accounting functions as needed.

Assist with month-end and year-end closing activities.

Maintain organized and accurate financial records and supporting documentation.

Assist with audit preparation and maintain documentation necessary for compliance.

Payroll & Human Resources Support

Manage the payroll process from start to finish, ensuring employees are paid accurately and on time.

Review payroll data, including hours worked, overtime, deductions, benefits, and other payroll adjustments.

Ensure payroll processing complies with applicable federal, state, and local requirements.

Assist with onboarding new employees and completing required payroll and employment documentation.

Maintain accurate and confidential employee payroll records.

Coordinate with Human Resources and management to resolve payroll-related questions and discrepancies.

Assist with payroll reporting, reconciliations, and related accounting entries.

Assistant Project Accounting

Assist with project accounting and financial administration for construction projects.

Review and enter project-related invoices, costs, and expenses.

Assist with tracking project costs and maintaining accurate job cost records.

Assist with accounts receivable, progress billings, and project-related collections as needed.

Assist with reviewing subcontractor and vendor invoices for accuracy, proper coding, and supporting documentation.

Assist with tracking commitments, purchase orders, contracts, and change orders.

Support project managers and accounting personnel with project financial information and reporting.

Assist with monthly project cost reports and job-cost reconciliations.

Research and resolve discrepancies between project records, accounting records, invoices, and supporting documentation.

Maintain organized project accounting files and documentation.

Assist with project closeout and final accounting procedures.

Qualifications & Skills

2+ years of accounts payable experience required.

2+ years of payroll experience required.

Strong understanding of Excel required.

Construction accounting or project accounting experience preferred.

Strong understanding of accounting principles, including debits and credits, double-entry bookkeeping, journal entries, and general ledger reconciliation.

Working knowledge of payroll regulations and compliance requirements.

Experience with accounting, payroll, or financial software such as QuickBooks, Sage, ADP, Paychex or similar platforms.

Strong understanding of job costing and project accounting is preferred.

Strong analytical and problem-solving skills with exceptional attention to detail.

Ability to accurately process and reconcile financial and payroll data.

Excellent organizational and time-management skills with the ability to manage multiple deadlines.

Strong written and verbal communication skills.

Ability to work independently while collaborating effectively with Accounting, Finance, Human Resources, Project Management, and other departments.

Ability to maintain confidentiality when handling sensitive financial and employee information.

Proficiency with Microsoft Excel and Microsoft Office.

Familiarity with governmental accounting requirements or nonprofit accounting practices is a plus.

Preferred Experience

Construction industry accounting

Job costing and project accounting

Accounts payable and vendor management

Payroll processing

Construction project billing

Subcontractor and vendor invoice review

General ledger reconciliations

Month-end close procedures

What We Offer

401(k) retirement plan

401(k) matching

Medical insurance

Dental insurance

Vision insurance

Paid time off

Paid sick time

Collaborative and professional work environment

Opportunity for professional growth within a growing construction company

Why Join Us?

Join a forward-thinking company that values precision, integrity, accountability, and teamwork. As an important member of our accounting team, you will have the opportunity to work closely with accounting, project management, and operations while supporting the successful financial management of our construction projects.

If you are an experienced accounting and payroll professional who takes pride in accuracy, organization, and getting the details right, we would like to hear from you.

Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Paid sick time

Paid time off

Vision insurance

Experience:

Accounts payable: 2 years (Required)

Payroll: 2 years (Required)

Work Location: In person