ACCOUNTING & PROJECT ASSISTANT

Job Description

Job DescriptionJob Title: Accounting & Project Assistant

Location: St. Croix, U.S. Virgin Islands
Company: Rooftops Silicone Distributors, Inc.
Reports To: President, Director of Finance & Administration, and Senior Project Executive

Position Summary

Rooftops Silicone Distributors, Inc. is seeking a highly organized, detail-oriented, and dependable Accounting & Project Assistant to support daily accounting operations, project administration, customer setup, and billing functions. This role serves as a key support position across accounting, project coordination, customer administration, and operational workflows, helping ensure that financial records, project documentation, and customer and job data are maintained accurately and efficiently.

The successful candidate will assist with customer and job/project creation, general data entry, bookkeeping support, accounts receivable and invoicing, customer relationship management, work orders, inspections, estimates, time and attendance administration, and project billing support. This position requires a proactive individual who can manage multiple priorities, maintain accurate records, and support both the accounting and project teams in a fast-paced construction and roofing environment.

Experience with construction, project administration, and related business operations is strongly preferred. Familiarity with systems such as Procore, LCPtracker, ADP, QuickBooks, and Raken is highly desirable.

Key ResponsibilitiesAccounting, Data Entry & Bookkeeping Support

• Provide day-to-day support for accounting and bookkeeping functions.

• Perform general data entry of financial, project, customer, vendor, and administrative information.

• Assist with maintaining accurate and organized accounting and project records.

• Support bookkeeping activities, including document collection, coding support, record updates, and filing.

• Assist with QuickBooks data entry and accounting system updates as assigned.

• Help maintain organized records for internal reporting, billing, and operational follow-up.

Accounts Receivable & Invoicing

• Support accounts receivable processes, including invoice preparation, invoice tracking, payment follow-up, and account reconciliation support.

• Assist with preparing, reviewing, and issuing customer invoices accurately and on time.

• Help track outstanding invoices and coordinate with management regarding collections follow-up.

• Support billing documentation and maintain accurate invoicing files and records.

• Coordinate with accounting and project staff to help ensure invoicing aligns with approved work, job status, and supporting documentation.

Customer Relationship Management & Customer Setup

• Create and maintain accurate customer records in company systems.

• Support customer relationship management functions by ensuring customer information, communications, job details, and follow-up items are properly entered and maintained.

• Serve as a professional administrative point of contact for customer inquiries.

• Assist with gathering and organizing customer-related documents tied to jobs, billing, inspections, estimates, and work orders.

• Help maintain positive client relationships through responsive, organized, and professional support.

Job / Project Creation & Project Administrative Support

• Assist with job and project creation in internal systems and software platforms.

• Enter and maintain project-related data, including customer information, job numbers, project descriptions, locations, budgets, billing details, and required supporting documentation.

• Provide project administrative support to help ensure active and upcoming jobs are properly set up and tracked.

• Assist with maintaining project files, logs, status updates, and internal records.

• Help ensure project documentation is complete, current, and properly organized.

Work Orders, Inspections & Estimates

• Assist with the creation, entry, and maintenance of work orders, inspection records, and estimates.

• Help track documentation associated with proposals, estimates, inspections, and service-related records.

• Maintain accurate administrative records for inspection schedules, reports, and follow-up actions.

• Support coordination between accounting, project management, and operations regarding job documentation and status updates.

Project Billing & Compliance Support

• Provide project billing support, including compiling billing documentation, supporting invoice preparation, and assisting with billing reviews and submissions.

• Help track project-related billing records to ensure alignment with job activity and supporting documentation.

• Support administrative functions related to LCPtracker, certified payroll documentation, and project compliance records as assigned.

• Assist with document collection and organization for audits, billing reviews, compliance tracking, and internal reporting.

Time & Attendance Administration

• Assist with time and attendance administrative support, including reviewing submitted records, entering or updating data, and helping ensure supporting documentation is complete.

• Support coordination of workforce records in systems such as ADP and Raken.

• Help organize timesheets, attendance records, and related documentation for payroll and project administration purposes.

• Coordinate with supervisors, project leadership, and accounting personnel to resolve routine administrative discrepancies.

Software & Systems Support

• Use and maintain records across software platforms such as Procore, LCPtracker, ADP, QuickBooks, Raken, and other company systems.

• Assist with keeping system data accurate, current, and properly organized.

• Support cross-functional administrative workflows by entering, updating, and reviewing information across platforms as required.

• Learn and adapt to new systems, workflows, and reporting processes as needed.

Minimum Qualifications

• High school diploma or equivalent required.

• Minimum of 2 years of administrative, accounting support, bookkeeping support, project administration, or related experience preferred.

• Strong data entry skills with a high degree of accuracy and attention to detail.

• Basic understanding of bookkeeping, invoicing, accounts receivable, and administrative office procedures.

• Strong written and verbal communication skills.

• Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.

• Proficiency in Microsoft Office, including Excel, Word, and Outlook.

• Legal authorization to work in the United States.

Preferred Qualifications

• Experience in construction, roofing, contractor, building supply, or other project-based business environments strongly preferred.

• Experience with customer setup, job/project creation, project billing, and project administrative support.

• Familiarity with QuickBooks, ADP, Procore, LCPtracker, and Raken strongly preferred.

• Experience supporting accounts receivable, invoicing, compliance documentation, or certified payroll administration preferred.

• Familiarity with work orders, estimates, inspections, project files, and construction-related administrative workflows.

• Experience supporting customer relationship management and client account administration.

• Associate degree or coursework in accounting, business administration, project administration, or a related field is a plus.

Skills

• Strong organizational and administrative skills.

• High attention to detail and commitment to accuracy.

• Ability to maintain confidentiality and handle sensitive financial and project information responsibly.

• Strong customer service and relationship management skills.

• Ability to communicate effectively with customers, project staff, field personnel, and accounting team members.

• Working knowledge of bookkeeping support, invoicing, data entry, and recordkeeping practices.

• Ability to follow processes, identify discrepancies, and support operational efficiency.

• Comfortable working across multiple software systems and adapting to new tools and workflows.

Physical Requirements

• Ability to sit, stand, and work at a desk or workstation for extended periods as needed.

• Ability to perform routine office tasks, including filing, scanning, organizing records, and handling paperwork.

• Ability to occasionally lift office files, boxes, or materials within reasonable weight limits.

Position Contribution

This role contributes directly to the efficient operation of both the accounting and project administration functions of the company. By supporting customer setup, job creation, invoicing, accounts receivable, time and attendance administration, work order and estimate tracking, and project documentation, the Accounting & Project Assistant helps maintain accuracy, organization, compliance, and responsiveness across critical business functions.

Equal Opportunity Employer

Rooftops Silicone Distributors, Inc. is an equal opportunity employer. We consider all applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, age, national origin, disability, veteran status, or any other legally protected status.