Accounting Assistant / Contract Administrator

Job Description

Job Description

Markham Norton is exited to partner with a prominent Naples firm looking to add an Accounting Assistant / Contract Administrator. We are seeking a high-energy, analytical minded senior accountant who also has a background in subcontractor agreements and project contracts. This role reports to the Chief Financial Officer (CFO) and has potential for advancement into the Controller role with long term secession planning aimed at the CFO position for the right candidate.

The role requires the ability to work in a fast-paced environment, attention to detail, tech savvy and eager to make a difference across the organization.

Position Summary:

The Accounting Assistant / Contract Administrator is responsible for supporting the accounting and project management teams by ensuring accurate financial data entry, assisting in contract administration and compliance, and maintaining organized project documentation. This role requires a high level of attention to detail, organizational skills, and the ability to communicate effectively with internal departments, vendors, and clients. This position offers potential for advancement into a Controller role, with long-term succession planning aimed at the Chief Financial Officer (CFO) position for the right candidate. Ideal for individuals seeking a strategic leadership path within a growing organization.

Key Responsibilities:

Accounting Support:

• Enter and process invoices, purchase orders, and expense reports
• Reconcile vendor statements and resolve discrepancies
• Assist with accounts payable and receivable tracking
• Prepare check runs and bank deposits
• Assist in month-end closing and financial reporting
• Maintain accurate financial records and files

Contract Administration:

• Review and track subcontractor agreements and project contracts
• Ensure proper documentation is collected (e.g., Certificates of Insurance, W-9s, lien waivers)
• Maintain contract logs and compliance records
• Monitor project timelines and contract milestones
• Support project team in document control and recordkeeping

General Administrative Duties:

• Maintain digital and hard copy filing systems
• Coordinate with project managers and vendors for required paperwork
• Respond to internal and external inquiries related to contracts or accounting issues
• Provide administrative support to ensure smooth day-to-day operations
• Maintain inventory of office supplies, company branded shirts

Qualifications:

• Associate degree in Accounting, Business Administration, or related field (Bachelor’s preferred)
• 5+ years of experience in accounting or construction administration preferred
• Knowledge of basic accounting principles and financial reporting
• Familiarity with contract documentation and project billing processes
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with accounting or Enterprise Resource Planning software a plus (e.g., Acumatica, QuickBooks, Sage)
• Strong organizational and time-management skills
• High attention to detail and ability to multitask in a fast-paced environment
• Excellent written and verbal communication skills
• Bilingual desirable, English/Spanish
• Notary Public desirable

Working Conditions:

• Standard office environment
• Occasional overtime during month-end or project deadlines
• Ability to lift over 10 pounds

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