Construction Bookkeeping & Office Manager

Job Summary

The Construction Bookkeeping & Office Manager is a key member of Evergreen Construction Company’s accounting and operations team. This role is responsible for the full spectrum of accounting and financial functions for the construction division, including bookkeeping, financial reporting, and preparation of construction draw packages.

In addition, the position oversees core office operations, ensuring smooth coordination between project teams, vendors, and leadership. This is a highly visible role requiring a detail-oriented professional with strong accounting expertise, a solid understanding of construction financial practices, and proven experience managing both financial and administrative workflows in a construction environment.

Key Responsibilities

Accounting & Financial Management

• Perform full-cycle accounting for the Construction (GCDC) division, including accounts payable, accounts receivable, general ledger, and reconciliations.
• Prepare and maintain accurate financial statements (cash and accrual basis).
• Manage monthly and quarterly closings, including journal entries and bank reconciliations.
• Prepare construction draw packages, ensuring compliance with lien waivers, lender, and ownership requirements.
• Track project budgets, job cost allocations, and cash flow requirements for multiple active GCDC projects.
• Review, code, and process vendor/subcontractor invoices; ensure timely payments.
• Coordinate with external auditors and the independent accounting firm, providing workpapers and supporting documentation.
• Coordinate with corporate accounting on payroll, job cost reporting, and contractor payments.
• Prepare and submit certified payroll reports; ensure compliance with prevailing wage requirements.
• Support development of project-level forecasts and variance analyses.
• Maintain internal controls and compliance with Evergreen accounting policies.

Bookkeeping & Record Keeping

• Maintain organized and current accounting files—both digital and physical—for all GCDC projects.
• Ensure accurate posting of all transactions within accounting software (Sage preferred).
• Reconcile vendor accounts and monitor outstanding payables/receivables.
• Prepare and record journal entries related to construction costs, retainage, and revenue recognition.
• Maintain detailed records of draw requests, billing cycles, and cash flow positions.

Office Operations & Administration

• Manage day-to-day GCDC office operations including scheduling, correspondence, supply ordering, and communications.
• Act as point of contact between the GCDC office, project sites, vendors, and clients.
• Maintain confidentiality and professionalism in all interactions.

Vendor & Subcontractor Management

• Collect, verify, and maintain vendor/subcontractor documentation (W-9s, insurance COIs, contracts).
• Track subcontractor billing schedules, retainage, and payment releases.
• Coordinate lien waiver collection and ensure compliance with contractual and legal requirements.

Document & Compliance Management

• Maintain organized digital and physical files for all active and completed projects.
• Track and ensure that all licenses, permits, insurance certificates, and compliance documents are current and properly filed.
• Collect, process, and file lien waivers, draw requests, and other construction-related compliance materials.

Reporting & Analysis

• Prepare monthly and quarterly financial reports for GCDC leadership, ownership, and lenders.
• Provide project cost tracking, variance reporting, and financial summaries.
• Support lender audit requirements and funding requests.
• Conduct ad hoc financial analyses to support leadership decision-making.

Education & Experience

• Bachelor’s degree in Accounting, Finance, Business, Construction Management, or related field required.
• 6–10 years of experience in construction accounting, bookkeeping, or financial operations.
• Demonstrated expertise with construction draw packages and financial reporting in a construction setting.

Licenses & Certifications

• Certified Public Accountant (CPA) or progress toward CPA designation preferred.
• Construction-specific accounting certification (e.g., Certified Construction Industry Financial Professional – CCIFP).
• Notary Public certification to support document execution.
• Familiarity with Illinois construction compliance, permitting, and prevailing wage regulations a plus.

Technical & Physical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) required.
• Experience with construction project management tools and/or RealPage preferred.
• Ability to lift up to 20 lbs. occasionally and navigate construction site documentation protocols.
• Strong comfort working in both structured digital filing systems and physical document storage.

Other Requirements

• Ability to work on-site in Evergreen’s Chicago office and adapt to the pace of an active construction environment.
• High level of professionalism and confidentiality in handling sensitive financial and contractual information.
• Strong initiative and ownership mindset, with the ability to anticipate needs and work independently.
• Flexibility to balance detailed accounting tasks with broader office operations and team support.
• Willingness to occasionally adjust schedule to meet project, reporting, or draw deadlines.

Skills

• Accounting Expertise – Applies advanced construction accounting principles consistently and accurately.
• Bookkeeping Discipline – Maintains organized, precise records of GCDC financial activity.
• Construction Draw Management – Prepares draw requests with thorough compliance and lender alignment.
• Integrity & Accountability – Upholds Evergreen’s values through professionalism and dependability.
• Attention to Detail – Reviews all contracts, financials, and data with thoroughness.
• Project Coordination – Supports multiple GCDC projects simultaneously with urgency and structure.
• Communication & Collaboration – Maintains clear, professional communication across departments, construction teams, vendors, and senior leadership.
• Workflow Management – Prioritizes competing responsibilities and meets fast-paced construction timelines.
• Problem-Solving – Anticipates and resolves administrative, financial, or documentation issues proactively.

Work Environment & Physical Demands

This is an in-office position with limited flexibility. Work from home is permitted on Tuesdays only. On Fridays, the schedule is 8:30 AM to 12:30 PM, with the expectation that weekly hours are completed in full. No additional schedule flexibility is available. The role is primarily sedentary and performed in a standard office setting, with occasional light lifting of files or supplies. Reasonable accommodation may be made as needed.

Salary : $110,000 - $130,000