What are the responsibilities and job description for the Bookkeeper & Billing Specialist position at BOSTON BUILDING WRAPS INC?
Position Overview:
We are seeking a detail-oriented Billing & Accounts Coordinator to support our financial operations across multiple active projects. This role combines traditional bookkeeping responsibilities with client billing, vendor payments, and project-based documentation management. The ideal candidate is highly organized, proactive, and comfortable working with multiple systems and deadlines.
Key Responsibilities:
- Manage day-to-day bookkeeping activities, including maintaining accurate financial records and reconciling accounts
- Prepare, issue, and track client invoices across multiple projects
- Submit invoices and required documentation through various client billing portals
- Ensure all billing requirements (e.g., lien waivers, insurance certificates, project docs) are uploaded accurately and on time
- Monitor accounts receivable and follow up on outstanding payments
- Process vendor invoices and manage accounts payable, ensuring timely payments
- Maintain organized digital records of all financial and project-related documentation
- Coordinate with internal project managers to ensure billing accuracy and completeness
- Assist with month-end close processes and reporting
- Ensure payroll is processed in a timely fashion
Qualifications:
- 2 years of experience in bookkeeping, billing, or accounting support roles
- Experience with both accounts payable and accounts receivable
- Familiarity with billing portals and project-based invoicing (construction or similar industry a plus)
- Strong attention to detail and organizational skills
- Ability to manage multiple projects and deadlines simultaneously
- Proficiency in accounting software (e.g., QuickBooks or similar) and Microsoft Excel
- Strong communication skills for coordinating with clients, vendors, and internal teams
Preferred Skills (Not Required):
- Experience working in construction, signage, or project-based environments
- Experience working with HubSpot, ProCore and Textura
- Knowledge of compliance documentation (e.g., lien waivers, COIs, etc.)
- Comfort navigating multiple client systems and portals