Administrative Assistant

The Accounting & Administrative Assistant supports the company by providing information, coordination, and resources that enable efficient and effective branch operations. Under the direction of the Assistant Controller/Controller, this role delivers high-level accounting and administrative support, including billing preparation, project administration, office coordination, and serving as a key resource for branch and corporate teams.

Key Responsibilities

Reception & Office Support

Greet visitors and manage incoming calls, directing them to appropriate personnel.

Act as a liaison between branch locations and corporate departments to ensure clear communication.

Manage incoming and outgoing mail, including USPS, FedEx, and UPS, in accordance with company procedures.

Accounting & Billing

Assist with billing preparation, including T&M billing, and respond to billing and sales inquiries.

Serve as a point of contact for project billing updates and procedures.

Support accounts receivable processes, including monitoring collections and tracking payments.

Review credit card transactions, collect supporting receipts, and apply appropriate GBL coding for management review.

Assist with expense reporting by gathering receipts and preparing reimbursement submissions for approval.

Support the Assistant Controller with accounts payable statements and invoice review, including communicating with vendors on outstanding balances.

Partner with the Assistant Controller to address accounting issues and support branch financial operations.

Project & Administrative Support

Support project administration by organizing data, initiating change orders, and maintaining project documentation.

Assist with payroll time entry, cash receipts, and other accounting-related administrative tasks.

Monitor and maintain vehicle fleet registrations to ensure compliance and timely renewals.

Provide cross-functional support to estimating, purchasing, and office coordination as needed.

Assist with Certificates of Insurance renewals and W-9 documentation.

Office Administration & Event Coordination

Coordinate office operations, including ordering supplies and maintaining office equipment.

Support event planning logistics such as scheduling, ordering materials, and coordinating food and venue details.

Manage the company's E-ZPass account by reviewing statements and ensuring timely payment of outstanding balances.

Ensure smooth day-to-day office functionality and respond to staff requests.

Document & Database Management

Maintain accurate and organized records in shared drives and accounting systems (e.g., Spectrum).

Ensure timely and accurate document uploads and data entry.

Continuously evaluate and improve administrative and record-keeping processes.

Qualifications

Experience in accounting, billing, or administrative support roles.

Strong organizational, communication, and multitasking skills.

High attention to detail with strong problem-solving abilities.

Ability to collaborate across departments in a fast-paced environment.

Proficiency in Microsoft Office and general office systems.

Discretion in handling confidential information.

Preferred Skills

Experience in construction or project-based environments.

Knowledge of job costing, project billing, and accounts receivable processes.

Familiarity with Spectrum or similar accounting software.

Experience with COIs, W-9s, and credit tracking.

Work Environment

This position operates in a professional office environment using standard office equipment, including computers, phones, and copiers.

Schedule:

Monday to Friday

Work Location:

In person

Compensation:

$45,000-$55,000 DOE

Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Tuition reimbursement

Vision insurance

Equal Employment Opportunity

HATZEL & BUEHLER provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements,  HATZEL & BUEHLER complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. HATZEL & BUEHLER expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of HATZEL & BUEHLER’s employees to perform their job duties may result in discipline up to and including discharge.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.