Finance & Administrative Specialist

The Finance & Administrative Specialist will support the Finance team and partner with our bookkeeping team as well as help coordinate office operations. The successful candidate must be capable of working with the finance and administrative staff members to bring financial best practices to Mattco Commercial Services, LLC. 

While Mattco Commercial Services, LLC is the primary company, duties and responsibilities will also extend to related companies (for example, the related real estate holding company).

Requirements:

• A minimum of bachelor's degree in accounting or finance with accounting coursework
• Previous administrative experience is preferred
• 2+ years of experience with construction or commercial industry accounting practices
• Strong interpersonal, organizational, and communication skills
• Competency in QuickBooks Online and Microsoft Office applications, particularly Excel & Outlook.

1. Job Responsibilities:General Accounting

• Upload supporting documents that are needed by the bookkeeping staff including accounts payable, accounts receivable, and payroll.
• As needed, maintain the general ledger and ensure entries are complete and accurate.
• Assist in the reconciling of bank accounts, credit card statements, and other financial accounts regularly.
• Assist with month-end and year-end closings by answering questions that the bookkeeping staff has about specific transactions.

2. Construction Project Accounting

• Assist in tracking job costs, including labor, materials, and overhead allocation.
• Support the preparation of cost reports for ongoing construction projects.
• Help monitor project budgets and alert management of variances.
• Prepare and process construction-related invoices, progress billings, and retainage.

3. Financial Reporting

• Support the preparation of financial statements, ensuring accuracy and completeness.
• Assist in preparing reports for management, including job costing, budget analysis, and cash flow forecasts.

4. Accounts Payable and Receivable

• Process vendor invoices, ensuring proper coding and approval.
• Assist with vendor payments, including checks, ACH, and wire transfers.
• Create and issue customer invoices for construction projects and follow up on payments.
• Maintain accurate aging schedules for receivables and payables.

5. Compliance and Tax Support

• Assist in the preparation of sales and use tax returns.
• Ensure compliance with tax regulations and construction-related accounting standards.
• Maintain accurate documentation for audits and other regulatory requirements.

6. Team Collaboration

• Work closely with Leadership and bookkeeping staff.
• Respond to requests for financial data from internal and external parties.

  7. Administrative Responsibilities

• Support onboarding processes for new hires.
• Coordinate office operations and maintain office supplies inventory
• Act as liaison between departments and external parties
• Handle correspondence and maintain filing systems