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Finance Assistant

  • Job Ref: 8552
  • New York
  • Accounting and Finance

Roles and Responsibilities: Finance Assistant

Finance Department
• Supporting and reporting directly to the Head of Corporate Finance
• Review Finance Dept calendar and software for current invoices due
• Receive and enter all overhead and vendor invoices onto accounting software
• E-File all job specific invoices to project folders – Direct Costs
• Receive approval on all material invoices – communication with Construction Dept
• Assisting with weekly check runs
• Assisting with online finance accounts to ensure current and timely processing
• Recording AR payments on the accounting software
• Assisting with AIA billing documents and preparing monthly billings
• Receiving checks and assisting with depositing electronically into the bank accounts
• E-filing checks
• Assisting with the preparation of monthly financial reports
• Monitoring deadlines that are due for monthly and quarterly financial reports
• Preparing waivers for Subcontractors
• Communication with Subcontractors to ensure financial details are reconciling
• Establish and maintain the integrity of all processes, systems and data and ensure compliance
• Assisting with running aging reports monthly
• Keeping financial tracking up to date
• Support with analyzing Job Cost Report and identifying any discrepancies
• Participate in monthly financial meetings and be apart of a wide variety of projects and develop ad hoc reports as requested

Administrative Support
• Provide support to the executive team when needed
• Monitor incoming calls
• Receive and distribute mail
• Any Office issues to report to the team immediately – internet / phone / printers / music / etc.
• Calendar & Cultural activities to assist with when needed