Accounting Assistant

MRA-The Management Association
United States, Wisconsin, Waukesha
W24400 Riverwood Drive (Show on map)
Oct 21, 2025
An MRA Member is looking for... 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. b. Ongoing (Daily Tasks Unless Otherwise Noted) 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. Accounts Payable Checks 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. c. End of Month 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. 2. General Accounting 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. 3. Other Duties 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. Requirements 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 Knowledge & Skills 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