Construction Accounting & Billing Virtual Assistant

Construction Accounting & Billing Virtual Assistant (Remote)

About the Opportunity

Our client is seeking a highly organized and detail-oriented Construction Accounting & Billing Virtual Assistant to support their accounting, billing, project administration, and contract management functions.
This role is ideal for someone with experience supporting construction companies remotely and who is comfortable handling billing, accounts receivable, accounts payable, project documentation, and administrative tasks in a fast-paced environment.

What You'll Be Doing

Construction Billing & Accounts Receivable

- Prepare AIA progress billings, change orders, requisitions, and final billings.
- Calculate project costs and percentage of completion for progress billing.
- Prepare customer invoices using project documentation.
- Apply customer payments and maintain accurate customer accounts.
- Process credit memos.
- Research and resolve customer billing discrepancies.
- Process customer credit card payments.
- Maintain customer billing information, including tax exemptions and special billing requirements.
- Track retainage and maintain billing documentation.
- Reconcile Accounts Receivable with the General Ledger.
Accounts Payable
- Process vendor invoices.
- Enter Accounts Payable transactions.
- Post company credit card statements.
- Reconcile vendor accounts and resolve discrepancies.
- Maintain vendor files.
- Assist with month-end reconciliations and reporting.

Project Administration

- Maintain electronic and paper project files.
- Track contracts, budgets, timelines, and project costs.
- Prepare subcontract agreements, estimates, change orders, work authorizations, and invoices.
- Coordinate subcontractor payments.
- Track Notices to Owner (NTO), Notices of Commencement (NOC), lien releases, warranties, and close-out documentation.
- Maintain Certificates of Insurance, W-9s, and vendor compliance records.
- Update vendor records and project databases.
Permitting & Contract Administration
- Prepare and submit permit applications.
- Coordinate permitting requirements and inspections.
- Schedule inspections with municipalities, customers, and field personnel.
- Ensure permits are finalized and closed upon project completion.
- Track contract renewals and recurring billings.
- Update pricing, contract dates, and customer records.
- Generate monthly renewal reports.
What We're Looking For
- 3+ years of accounting, bookkeeping, or administrative experience.
- Construction industry experience is highly preferred.
- Experience with AIA billing, progress billing, retainage, and job costing is strongly preferred.
- Strong knowledge of Accounts Receivable and Accounts Payable.
- Proficient in Microsoft Excel and accounting software.
- Excellent written and verbal English communication skills.
- Highly organized with exceptional attention to detail.
- Ability to manage multiple priorities and meet deadlines with minimal supervision.
- Comfortable working independently in a remote environment.

Technical Requirements

- Reliable high-speed internet connection.
- Quiet home office environment.
- Dual monitors preferred.
- Backup internet and power source preferred.
- Available to work U.S. Eastern Time business hours.

Why You'll Love This Role

- Stable work with a growing U.S.-based construction company.
- Collaborative and supportive team.
- Opportunity to grow professionally and take ownership of your work.