Accounting Assistant / Contract Administrator

Job Description

Accounting Assistant / Contract Administrator | Rochester Structural LLC

The Tone:
This is a full-time role at Rochester Structural LLC, located in Macedon, NY. The company is a established Structural Steel Fabricator and Erector that has recently expanded to a new location in Macedon, NY. This position is vital to supporting the company’s significant growth, as it transforms a previous one-person role into a two-person team working closely with the Vice President of Finance & Human Resources. It offers substantial opportunity for long-term professional development within a close-knit, family-like company culture.

The TL;DR
• Role: Early Career
• Type: Full-time
• Location: In-person Macedon, NY

• Team: Reports to the Vice President of Finance & Human Resources.
• Mission: Own the essential accounting and contract administration tasks to support the company’s significant growth and operational needs.
• Tech Stack: Word, Excel, AI like ChatGPT

What You’ll Actually Do
• Accounting Management: Handle hands-on accounts payable, accounts receivable, and bank reconciliations, supporting year-end processes with the CPA firm for annual review and financial statement preparation.
• Payroll Processing: Manage payroll responsibilities, including the preparation and submission of certified payrolls.
• Contract Administration: Communicate with internal staff (Project Managers and President/Owner) and external customers (primarily via email) regarding change orders, proposed change orders, and sending contracts.
• Billing & Invoicing: Get monthly pencil copies of billings approved by Project Managers and Customers, and learn to prepare force account billings.
• Documentation Coordination: Send all required documentation to customers before contract work begins, such as obtaining insurance certificates from the company’s agent, providing 10-hour OSHA card copies, and delivering drug test results if mandated.

The Must-Haves
• Background: Entry-Level. A foundational understanding of accounting principles and contract administration processes.
• Experience: Proficiency in Word and Excel is required.
• Skills: Willing and able to work on time and regularly, detail-oriented with the ability to learn from mistakes, excellent professional written and verbal communication skills, and critically, highly organized.
• Bonus: Familiarity with AI tools like ChatGPT is a plus.