Accounting Support Specialist

Position Overview

Gibson-Lewis, LLC is seeking a highly organized and detail-oriented Accounting Support Specialist to assist both the accounting and project management teams. This role is responsible for managing subcontractor documentation, ensuring compliance with contractual and insurance requirements, and coordinating billing and payment processes. The ideal candidate excels at communication, document management, and multitasking in a fast-paced environment.

Key Responsibilities

• Manage and maintain subcontractor documentation, including contracts, insurance certificates, lien waivers, and compliance records.
• Request, review, and track Certificates of Insurance (COIs) to ensure coverage meets contractual requirements.
• Maintain organized and up-to-date records of all subcontract agreements and related documents.
• Receive subcontractor invoices and route them to the appropriate Project Managers for review and approval.
• Support the subcontractor billing process and assist with payment releases.
• Track subcontractor payments to ensure alignment with project billing cycles and contract terms.
• Respond to subcontractor inquiries regarding invoices, payment status, and required documentation.
• Collaborate with project management and accounting teams to ensure accurate and timely processing of payments.
• Monitor compliance requirements and follow up with subcontractors on missing, incomplete, or expired documents.
• Perform additional administrative or accounting duties as assigned by the Controller.

Qualifications

• Experience in construction accounting, subcontract administration, project coordination, or a related field preferred.
• Strong understanding of subcontracts, lien waivers, COIs, and compliance documentation.
• Excellent organizational skills with the ability to manage and track large volumes of documents.
• Clear and professional communication skills for interacting with subcontractors and internal teams.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Experience with construction management software such as Viewpoint is a plus.

Preferred Experience

• 2+ years of experience in construction administration or subcontract coordination.
• Experience using construction accounting or project management systems, specifically Viewpoint.
• Knowledge of subcontract compliance and insurance requirements.