Project Accounting & Administrative Assistant

Position Description: The Accounting & Project Administrator provides accounting, project administration, and support to the operations manager. This position works closely with Project Managers, Operations Manager and administrative staff to support project setup and billing, financial reporting, accounts payable, employee onboarding, and general office operations.

The ideal candidate is highly organized, detail-oriented, comfortable working with financial information, and able to manage multiple responsibilities and priorities in a fast-paced professional environment. Essential Duties and Responsibilities: Accounting & Financial Support* Maintain and reconcile fixed asset records and assist with tracking additions, disposals, and other fixed asset activity. * Maintain and reconcile prepaid expenses, including lease payments. * Prepare and maintain utilization reports and assist with monitoring financial and operational metrics. * Maintain and assist with backlog reporting. * Perform project billing for multiple Project Managers, ensuring invoices are prepared accurately and timely. * Enter accounts payable invoices and perform AP review and reconciliation. * Monitor accounts payable aging and assist with coordinating vendor payments. * Review and approve employee expense reports for accuracy, documentation, and compliance with company requirements.

Project Administration & Reporting

* Set up new projects within the company’s project/accounting system, including project budgets, phases, and tasks. * Maintain project information and make updates as project requirements change. * Prepare and distribute project financial and operational reports for Project Managers. * Work with Project Managers to address questions related to project setup, billing, budgets, backlog, and reporting. * Assist with maintaining accurate and complete project records.

Human Resources Support

* Provide administrative assistance with the new-hire onboarding process. * Coordinate pre-employment requirements, including drug screening and DMV. * Provide additional HR administrative support as needed.

Marketing & Office Support

* Provide administrative support and assist Operations Manager with marketing initiatives, including coordinating and ordering company swag and materials for conferences and events. * Assist with planning and organizing company events, including the summer picnic, holiday/Christmas parties, and other employee events. * Assist with special projects and other duties as assigned by Operations Manager.

Qualifications

* Associate’s or bachelor’s degree in Accounting, Business Administration, Finance, or a related field preferred, or equivalent combination of education and relevant experience. * Previous experience in accounting, project administration, or a professional services environment preferred. * Experience with accounts payable, project billing, expense reporting, and financial reconciliations. * Strong proficiency with Microsoft Excel, Word, Outlook, and other Microsoft 365 applications. * Experience with project-based accounting. Unanet experience helpful. * Strong attention to detail and commitment to accuracy. * Ability to organize and prioritize multiple deadlines and responsibilities. * Strong written and verbal communication skills. * Ability to work effectively and professionally with Project Managers, employees, vendors, and other internal stakeholders. * Ability to handle financial, employee, and other confidential information appropriately.

Key Competencies

* Accounting and numerical accuracy * Project administration * Organization and time management * Attention to detail * Problem solving * Initiative and follow-through * Written and verbal communication * Ability to manage competing priorities * Teamwork and cross-functional support

NewFields Mining Design & Technical Services offers a fun working environment with competitive benefits, vacation, sick, holiday and a flexible work from home schedule. This is not a remote position.