Accounting Assistant

Accounting Assistant

We’re hiring an Accounting Assistant to support tracking, documenting, and reconciling
renovation and restart expenses for a heavy manufacturing business. This role will help ensure
that vendor invoices, purchase orders, receipts, payment records, and project cost reports are
accurate, complete, and organized. The Accounting Assistant will work closely with the lead
accountant, plant team, vendors, and contractors to keep project spending visible and records
ready for review and approval.

Why You’ll Love This Role

 Contribute directly to the renovation and restart of an industrial facility.
 Work closely with the lead accountant and plant team, with clear visibility into project
spending.
 Help maintain reliable cost records so the team can make informed decisions and
manage the project budget.
 Build experience in project accounting, accounts payable, and construction or industrial
facility cost tracking.
Your Typical Day
 Collect, review, code, and file invoices, receipts, purchase orders, and other expense
documentation.
 Enter expenses into spreadsheets or the accounting system and maintain an up-to-date
expense tracker.
 Match invoices to purchase orders, quotes, delivery records, and approvals when
available.
 Follow up with vendors, contractors, and internal team members to resolve missing
documentation or discrepancies.
 Assist the lead accountant with reconciling vendor statements, tracking payments, and
preparing cost summaries.

What You’ll Be Doing

1) Invoice and Expense Processing

 Receive and organize invoices and expense submissions related to the Clewiston facility
renovation, repairs, equipment, supplies, freight, and installation.
 Check invoices for basic accuracy, including vendor details, invoice dates and numbers,
descriptions, quantities, rates, extensions, and supporting documents.
 Code expenses to the appropriate project, cost category, vendor, or budget line using
guidance from the lead accountant.
 Flag duplicate invoices, unexpected charges, mathematical errors, missing approvals,
and other potential issues for review.
 Maintain a clear record of invoice status, approval, due date, and payment status; do not
release or authorize payments independently.

2) Project Budget and Cost Tracking

 Update the renovation expense tracker and compare recorded costs with the approved
budget or estimates.
 Track commitments and actual costs for contractors, roof repairs, equipment purchases,
dismantling, freight, installation, utilities, and other facility work as assigned.
 Maintain supporting records for purchase orders, quotes, change orders, work
authorizations, delivery tickets, and receipts.
 Help identify cost overruns, unbudgeted items, duplicate charges, and variances for the
lead accountant to investigate.
 Assist with monthly cost summaries and forecasts by compiling current spending,
outstanding invoices, and anticipated expenses

3) Vendor Coordination and Recordkeeping

 Contact vendors and contractors to obtain missing invoices, receipts, W-9s, statements,
lien waivers, or other required documentation, as applicable.
 Maintain organized digital files so each expense can be traced to its supporting
documentation and approval.
 Reconcile vendor statements to recorded invoices and payments, escalating
discrepancies to the lead accountant.
 Coordinate with the plant manager and project team to confirm that goods or services
were received before invoices are submitted for approval.
 Protect confidential financial and vendor information and follow established document-
retention and approval procedures.
What We’re Looking For
 2–4+ years in accounting support, accounts payable, bookkeeping, project
administration, or a related role.
 Strong attention to detail and the ability to organize a high volume of invoices and
supporting documents.
 Working proficiency in Microsoft Excel, including data entry, sorting, filters, and basic
formulas.
 Comfort communicating professionally with vendors, contractors, and internal team
members to resolve routine questions.
 Dependability, discretion, follow-through, and the ability to meet deadlines.
 Ability to work from invoices, quotes, receipts, purchase orders, and other source
documents without losing track of details.

Nice to Have

 Experience supporting construction, industrial, manufacturing, equipment, or facility
renovation projects.
 Familiarity with accounting software, accounts-payable workflows, purchase orders, and
vendor reconciliations.
 Experience maintaining project budgets, cost codes, or job-costing spreadsheets.
 Coursework, certificate, or degree in accounting, finance, business, or a related field.

To apply:

Send your resume
A vocaroo recording and answer this question:
What's your experience in Heavy Industrial Manufacturing / Industrial Facility Operations?
How many years in Accounting space?