Construction Office & Accounting Administrator

Blane Casey Building Contractors

Blane Casey Building Contractors is seeking a detail-oriented Construction Office & Accounting Administrator to support our accounting and administrative operations.

This role works closely with project managers, subcontractors, and company leadership to help keep project billing, payroll coordination, subcontractor compliance, and office systems organized and running smoothly. The position provides exposure to job cost accounting, construction billing, and project administration within a growing commercial construction company.

This role is ideal for someone who enjoys keeping processes organized, tracking documentation, and taking ownership of administrative workflows. The right candidate is comfortable following up with team members, subcontractors, and vendors to ensure nothing falls through the cracks.

Key Responsibilities

Accounting & Billing Support

• Review, code, and enter vendor and subcontractor invoices
• Match invoices to contracts, purchase orders, and project documentation
• Assist with weekly payment processing and vendor compliance tracking
• Support owner billing (AIA progress requisitions) and maintain billing documentation
• Track invoices, payments, retainage balances, and accounts receivable aging
• Assist with Work on Hand tracking and documentation for Work in Progress (WIP) reporting

Payroll Coordination

• Review and validate weekly time entries for hourly field employees
• Confirm job and cost code accuracy and enter approved payroll data
• Track missing or incomplete time entries and coordinate corrections

Subcontractor & Project Administration

• Maintain subcontractor records including insurance certificates, W-9s, lien waivers, and executed agreements
• Assist with project setup in accounting and project management systems
• Maintain project documentation and organized digital file structures
• Track change orders and project closeout documentation including warranties and O&M manuals

Bid & Office Support

• Assist with proposal and bid submission packages
• Track bid deadlines and maintain proposal documentation
• Maintain the company calendar, PTO tracking, and meeting coordination
• Serve as a professional front-office contact for vendors and internal staff

Systems & Technology Coordination

• Assist with maintaining company records within Procore and accounting systems
• Coordinate with external vendors for support with software or office technology when needed

Qualifications

• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines
• Comfort working in Excel and accounting systems
• Professional communication with vendors and internal teams

Construction, accounting, or job-cost experience is helpful but not required.

Compensation & Benefits

• $24–$30 per hour depending on experience
• Health insurance contribution
• 401(k) retirement plan
• Paid time off (PTO)
• 9 Paid holidays

This is a full-time, hourly position with a consistent schedule in our office environment.

About Blane Casey Building Contractors

Blane Casey Building Contractors is a Maine-based commercial construction company with more than 40 years of experience building schools, municipal buildings, and community spaces throughout the region. We take pride in craftsmanship, strong relationships, and a collaborative team culture.