Accounting Assistant at MRA Recruiting Services
MRA Recruiting Services · Waukesha, United States Of America · Onsite
- Professional
- Office in Waukesha
An MRA Member is looking for…
Accounting Assistant
Waukesha, WI
Principal Duties & Responsibilities
1. Accounts Payable / Job Costing
a. New Projects
Education & Experience
Apply Now
Accounting Assistant
Waukesha, WI
Principal Duties & Responsibilities
1. Accounts Payable / Job Costing
a. New Projects
- Verify vendor addresses in the Accounts Payable system and internal job logs/checklists to match Federal W-9 information within one day of receipt.
- Add subcontracts and suppliers to job logs/checklists to track submitted waivers.
- Draft mechanics lien waivers including: real estate owner, job description, contract values, subcontractor legal name, and scope of work.
- Distribute billing information to subcontractors within 7 days of subcontract issuance.
- Monitor email and other sources for incoming subcontractor and supplier invoices to ensure timely receipt and recording.
- Codify all invoices with correct amounts (including retention on applicable contracts) and route for required approvals.
- Accurately enter invoices into the Accounts Payable system.
- Review invoices for lien waivers, ensure compliance, and obtain any missing waivers.
- Process and route general/admin invoices not related to jobs.
- Gather information for joint checks and alert appropriate parties.
- Assist in obtaining conditional and unconditional lien waivers from subcontractors and suppliers post-disbursement:
• Understand waiver requirements per project by communicating with Project Managers, Project Coordinators, and Job Cost Accountant.
• Draft accurate unconditional waivers in internal/client-specific formats.
• Follow up weekly to ensure return of waivers. - Maintain logs of 2nd tier subcontractors and suppliers and collect waivers as needed.
- Prepare payment checks with the following steps:
• Coordinate with Job Cost Accountants during construction draws to verify required documents.
• Communicate documentation needs with Project Coordinators and JCAs.
• Help secure documentation to prevent delays in future payments.
• Verify all needed documents are received within 48 hours before issuing checks.
• Help obtain missing documentation that would delay payment. - Maintain/update logs for:
• Held checks – Follow up periodically to release within 48 hours of check date.
• Held invoices – Track those that cannot be entered into Spectrum and route for approval. Provide regular updates and work to resolve issues. - Process employee expense reports weekly and before payroll to ensure timely reimbursement.
- Assist with general filing as required.
- Proactively collect documentation from subcontractors/suppliers to enable check payments within 7 days of project funding.
- Support JCAs with monthly subcontractor invoicing for timely client billing.
- Send reminders to subcontractors/suppliers for monthly invoices.
- Follow up on missing, incorrect, or unapproved invoices.
- Maintain Accounts Payable vendor files.
- Prepare and distribute Accounts Payable checks.
- Maintain accurate W-9 and 1099 records (FEINs, legal names, addresses).
- Maintain a centralized Federal W-9 filing system.
- Update addresses in AP Utilities, Accounting Checklist, and notify relevant departments.
- Support Use/Sales tax accrual preparation by sending relevant invoices to tax preparer.
- Assist with credit card and bank reconciliations.
- Help reconcile AP, AP retention, and run month-end reports.
- Assist VP of Finance, Controller, and Managers with special projects:
• Provide support to JCAs as directed. - Coordinate with other admin staff and Project Coordinators to assist with reception/phone coverage as needed.
Education & Experience
- High School Diploma or equivalent required
- Associate’s degree in Accounting or Finance preferred
- 1–3 years’ experience in construction management accounts payable
- Proficiency with Microsoft Office (Excel, Outlook, File Explorer, Word)
- Strong accounts payable knowledge preferred
- Detail-oriented with strong organizational skills
- Self-motivated and capable of working independently
- Willingness to learn and contribute to process improvements
Apply Now
