Location: West Warwick, RI
Type: Full-time
About the role
We’re looking for a reliable, detail-oriented multitasker to keep our office humming. In this hybrid role, you’ll handle basic accounting tasks (payments, invoices, expense tracking), serve as first-line HR support for employees, keep the office running smoothly (supplies, snacks, facilities), and support executives with travel and calendars.
What you’ll do
Accounting (approx. 40%)
- Enter and maintain vendor bills and customer invoices in Sage 50 (or similar, e.g., QuickBooks).
- Process payments (ACH/check), match POs/receipts, and track due dates.
- Reconcile statements; follow up on missing W-9s and vendor details.
- Prepare simple reports (A/P aging, A/R aging, monthly spend summaries) and assist with expense reimbursements.
HR Support (approx. 25%)
- Be the first point of contact for routine HR questions (time off, benefits enrollment windows, policies).
- Help with onboarding and offboarding checklists; maintain accurate employee files.
- Assist with payroll changes and benefits updates (in coordination with HR/PEO).
Office Management (approx. 20%)
- Own office supplies and snacks/water orders; manage mail/shipping.
- Liaise with property management and vendors to address facilities issues (badges, cleaning, repairs).
- Keep shared spaces tidy; coordinate on-site meetings and small events.
Executive Support (approx. 15%)
- Book travel (flights/hotels/cars) within policy; prepare itineraries.
- Coordinate calendars across time zones; schedule internal/external meetings.
- Assist with expense reports and light presentation prep as needed.
What you’ll bring
- 1–3 years in an office admin, HR assistant, accounting assistant, or operations role.
- Hands-on experience with Sage 50 or a similar accounting package.
- Strong Excel/Google Sheets skills; comfortable with Gmail/Outlook calendars and basic document tools.
- Clear, friendly communication and a service mindset; able to handle sensitive info confidentially.
- Highly organized, proactive, and dependable; comfortable switching contexts throughout the day.
Nice to have
- Experience with a PEO/HRIS (e.g., Rippling, ADP, Gusto, Paychex).
- Basic knowledge of AP/AR workflows and expense management tools (e.g., Expensify/Ramp/Brex).
- Event coordination or facilities/vendor management exposure.
Work setup & schedule
- Onsite presence required to support the office and facilities.
- Standard business hours, with occasional flexibility for early/late meetings or travel bookings.
Top Skills
What We Do
Smartapp.com is a first-of-its-kind unifying fusion platform, built from the ground up, to turn your Jobsite into a Smartsite.
We empower project teams to truly transform the way they plan, dispatch, track, and most importantly, automate the work they do. Within a modern, lean, agile construction paradigm, we’ve created a holistic environment of tools that seamlessly integrate and communicate with each other in real time. Welcome to the convergence of software, hardware, IoT, mobility, cloud, AI, and no-code.
Smartapp.com redefines the boundaries of jobsite automation and safety. Starting with real-time multi-party digital pull plan Boards, auto-generated CPM schedules, interactive jobsite trailer Smartboards, and online/offline mobility worker updates from the field. We’ve got your field data covered with BIM models, CAD drawings, 360 photos, safety credentials tracking, STA’s, safety bulletins, and so much more. We might just be the most important tool in your tool belt!
Like no other solution before, the Smartapp.com fusion platform increases project and jobsite productivity by leveraging its seamlessly integrated proximity-aware GPS & IoT positional sensors to maximize efficiency while eliminating unnecessary data entry. It’s a solution that benefits and works for all stakeholders in a construction project from the owner, to the GC/PM, to the contractor.
World-leading infrastructure intensive companies use Smartapp.com to automate operations that allow them to safely deliver their projects on time and on budget. Smartapp.com is the product of years of industry experience and incredible working relationships with early adopter industry giants like Gilbane, ConEdison, National Grid and Staples, who believed that technology should empower their project teams to truly transform the way they work and turn their jobsites into smartsites.
