Office Manager / Bookkeeper

Position Overview

GreenSweep is seeking a highly organized and detail-oriented Office Manager / Bookkeeper to oversee daily administrative operations and manage company financial records. This role is critical to keeping the office running efficiently while ensuring accurate bookkeeping, billing, payroll coordination, and customer communication. The ideal candidate is dependable, proactive, professional with clients and vendors, and comfortable working in a fast-paced service-based business environment. This position reports to the President. This is full-time in-person position at our headquarters in Silver Spring, MD.

Job Duties and Responsibilities

The Office Manager / Bookkeeper is expected to perform at a minimum the following responsibilities:

 Office Administration:

• Manage daily office operations and administrative tasks
• Answer phones, emails, and customer inquiries professionally
• Maintain customer files, contracts, and internal records
• Assist with onboarding paperwork for employees and subcontractors
• Manage vendor relationships
• Support management with reports, organization, and special projects

Bookkeeping & Financial Management:

• Record and reconcile daily financial transactions
• Participate in the month-end closing process, including journal entries, accruals, allocations, account reconciliations and other accounting tasks related to accounts receivable.
• Issue, track, and execute Purchase Orders, Construction Contracts and Professional Service Agreements
• Manage accounts payable and accounts receivable
• Generate and send invoices to customers
• Track customer payments and follow up on outstanding balances
• Reconcile bank and credit card statements
• Assist with payroll processing and employee time tracking
• Maintain accurate financial records using QuickBooks and Aspire
• Prepare financial reports for ownership and CPA
• Organize tax-related documents and assist during tax season

Operational Support:

•  Assist with licensing and permit applications, vendor accounts, insurance certificates, etc.
• Track equipment purchases, maintenance records, and vendor invoices
• Help improve office systems and workflow efficiency
• Promote company culture and core values stressing the importance of professionalism

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

GreenSweep LLC is a full-service commercial landscape contracting firm offering grounds maintenance, design, and construction services in the DC/MD/VA region. We provide quality services for commercial properties including homeowner associations, apartment complexes, religious facilities, educational institutions, hotels, shopping centers, and more.

Required

• 5 years of experience in office management or bookkeeping for landscaping, construction, facilities services, or related service industries
• High School Diploma or GED
• Ability to maintain confidentiality of pertinent company data
• Ability to remain highly focused on details and repetitive tasks to ensure accuracy in all transactions
• Work cohesively with other departments and co-workers as part of a team
• Communicate effectively with vendors, management, and accounting staff, internal and external auditors
• Proficient in inputting and accessing information in QuickBooks Online
• Proficient with Microsoft Office Suite and Google Suite
• Strong communication, organizational, and problem-solving skills
• Ability to work in a fast-paced environment
• Ability to work independently and remain stationary for extended periods of time
• Valid driver’s license, clean driving record, and ability to be insured by company insurance carrier

Preferred

• Degree in accounting, business, or related field (or equivalent experience)
• Proficiency with Aspire software
• Familiarity with standard HR policies and procedures
• Familiarity with the H-2B Visa Program
• Strong cross-functional collaboration skills
• Data-driven mindset with the ability to translate insights into action
• Ability to anticipate challenges and proactively solve problems

Salary : $65,000 - $85,000