Bookkeeper & Administrative Assistant

Bookkeeper & Administrative Assistant

Custom Crafted Homes | Cape Cod, Massachusetts

Custom Crafted Homes is seeking an experienced, highly organized Bookkeeper & Administrative Assistant to join our residential construction and remodeling company.

This is an important role within our office, combining bookkeeping, construction administration, executive support, customer service, and technology. We are looking for someone who can take ownership of responsibilities, manage multiple daily priorities and deliverables, and help keep the financial and administrative sides of the company organized and moving forward.

The ideal candidate will bring strong bookkeeping and administrative experience along with excellent communication, organization, and follow-through.

We are also placing particular emphasis on candidates who have current, practical experience using artificial intelligence in a professional environment. We are interested in people who have gone beyond simply using AI tools and can demonstrate how they have successfully integrated AI into workflows, administrative processes, research, communication, reporting, or other business functions.

Key ResponsibilitiesBookkeeping & Financial Administration

• Perform day-to-day bookkeeping using a variety of tools & skills
• Assist with accounts payable and accounts receivable
• Enter, categorize, and track vendor and subcontractor invoices
• Assist with customer invoicing, payments, deposits, and outstanding balances
• Reconcile supplier accounts, credit cards, and some financial records
• Maintain accurate project and job-cost records
• Track project expenses and assist management with identifying discrepancies, duplicate charges, credits, and outstanding invoices
• Maintain organized vendor, subcontractor, and customer financial records
• Prepare spreadsheets and financial summaries for ownership and project management
• Coordinate with outside accountants and other financial professionals as needed

Construction & Project Administration

• Assist with the administrative coordination of active residential construction and remodeling projects
• Maintain organized electronic project files, contracts, proposals, change orders, invoices, permits, and related documentation
• Assist with town building permits, conservation filings, zoning applications, inspections, and other municipal requirements
• Communicate professionally with town departments, inspectors, subcontractors, vendors, designers, architects, and clients
• Track permitting and administrative requirements and follow through on outstanding items
• Assist with scheduling, project documentation, and general construction administration
• Manage multiple daily tasks and deliverables while maintaining accuracy, organization, and appropriate priorities

Administrative & Executive Support

• Provide administrative and executive assistance to company ownership
• Manage and prioritize correspondence, scheduling, follow-ups, and action items
• Help organize meetings, appointments, project deadlines, and company priorities
• Prepare professional emails, letters, spreadsheets, reports, and other business documents
• Maintain confidentiality when handling company, employee, client, and financial information
• Anticipate administrative needs and ensure important items receive appropriate follow-through
• Provide excellent customer service and represent Custom Crafted Homes professionally with clients and business partners

AI & Technology Integration

Custom Crafted Homes is actively incorporating artificial intelligence into our business operations and views AI proficiency as an increasingly important part of this position.

Candidates with demonstrated professional AI integration experience will receive strong consideration.

We are particularly interested in candidates who have used platforms such as ChatGPT, Perplexity, Claude, or similar AI tools and can provide examples of how they have incorporated these technologies into an actual work environment.

Relevant experience may include:

• Developing or improving AI-assisted administrative workflows
• Using AI to organize and analyze business or project information
• Improving internal and external communications
• Creating systems for meeting notes, project summaries, follow-ups, and action items
• Researching and compiling information more efficiently
• Improving spreadsheet, reporting, and document workflows
• Connecting AI tools with existing administrative processes and software
• Identifying repetitive work that can be streamlined or automated
• Developing processes that improve accuracy, efficiency, organization, or responsiveness

We are open to training the right candidate in our specific systems and AI workflows. However, candidates who can demonstrate previous success implementing AI in a professional setting and measurable progress from those efforts will be especially well aligned with what we are looking for.

Qualifications & Experience

Preferred qualifications include:

• Professional bookkeeping and/or accounting experience
• Strong working knowledge of QuickBooks
• Proficiency with Excel and spreadsheets
• Experience with Gmail and Google Workspace
• Strong general computer and technology skills
• Current working knowledge of AI platforms such as ChatGPT, Perplexity or Claude
• Demonstrated experience incorporating AI into workplace processes or administrative workflows
• Experience with residential construction, remodeling, home building, or a related industry
• Experience with municipal permitting and working with local town departments
• Administrative and/or executive assistant experience
• Experience communicating directly with customers, vendors, subcontractors, and other professionals

Construction experience is strongly preferred but may not be required for an exceptional candidate with the right combination of bookkeeping, administrative, technology, and organizational experience.

The Person We're Looking For

We are looking for someone who:

• Is exceptionally organized and detail-oriented
• Can effectively manage multiple priorities and deliverables throughout the day
• Understands how to prioritize responsibilities and adjust when necessary
• Takes ownership of assignments and follows them through to completion
• Notices when numbers, invoices, documents, or project information don't look right
• Exercises good judgment and knows when clarification is needed
• Works independently while communicating effectively with the team
• Understands the importance of deadlines and follow-up
• Communicates clearly and professionally
• Provides excellent customer service
• Is trustworthy and understands the importance of confidentiality
• Is comfortable working directly with company ownership
• Is curious about new technology and actively looks for ways to improve existing processes
• Is interested in becoming an important long-term member of the company

Position Details

Position: Bookkeeper & Administrative AssistantCompany: Custom Crafted HomesIndustry: Residential Construction & RemodelingLocation: Cape Cod, MassachusettsCompensation: Competitive and based on experience and qualificationsSchedule: To be determined

Compensation will be competitive with the Cape Cod market and will reflect the candidate's bookkeeping experience, construction knowledge, QuickBooks proficiency, administrative capabilities, technology experience, and demonstrated ability to successfully integrate AI into business operations.

About Custom Crafted Homes

Custom Crafted Homes is a Cape Cod residential construction and remodeling company focused on quality craftsmanship, thoughtful project management, and providing our clients with a professional experience from the early planning stages through construction and project completion.

Our office supports multiple projects and priorities simultaneously, making communication, organization, accountability, and teamwork important parts of how we operate.

We continue to invest in better systems, technology, and artificial intelligence to improve how our company operates. We are looking for someone who wants to contribute to that progress, bring ideas and experience to the table, and grow with the company.

How to Apply

Interested candidates should submit a resume and cover letter introducing themselves and explaining why they believe their background and experience would be a good fit for Custom Crafted Homes and this position. References will be requested later in the selection process.

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Referral program

Work Location: In person

Salary : $25 - $30