Bookkeeper/Administrative Assistant

Job Summary

Position Overview

The Bookkeeper/ Administrative Assistant is responsible for managing the day-to-day financial operations of the company, including billing, accounts receivable, accounts payable, job cost tracking, and financial reporting support. This role ensures accurate financial records, timely invoicing, cash flow management, supporting job cost controls, and compliance with internal policies and industry standards.

This position plays a critical role in maintaining the financial health of the company and supporting operational decision-making.

Primary Responsibilities

1. Billing & Accounts Receivable

• Prepare and issue customer invoices, including progress and final billings
• Monitor aging reports and manage collections
• Resolve billing discrepancies with customers and project managers
• Maintain accurate customer account records

2. Accounts Payable

• Process vendor invoices and subcontractor payments
• Verify approvals and coding for job cost accuracy
• Manage payment schedules and maintain vendor relationships

3. Job Costing & Project Support

• Track project expenses and allocate costs appropriately
• Assist with job profitability reporting
• Support project managers with cost analysis and reporting

4. Financial Reporting & Reconciliation

• Perform bank and credit card reconciliations
• Assist with monthly financial close
• Prepare internal financial reports as requested
• Maintain accurate general ledger entries

5. Administrative & Financial Controls

• Maintain organized financial documentation
• Support annual audits and external accountant requests
• Ensure funds are being handled appropriately

Role Expectations

The Finance & Accounting Specialist is expected to deliver:

• Timely and accurate billing
• Accurate reconciliations with minimal adjustments
• Effective receivables management
• Proper job cost tracking
• Organized and audit-ready financial records

Key Competencies

• Strong financial organization and discipline
• Analytical thinking and problem-solving
• Clear communication with operations and management
• Time management in deadline-driven environments
• Integrity and accountability

Compensation:

• Starting pay is $25 per hour, depending on experience and qualifications. Candidates with extensive relevant experience, strong skills, and a proven track record may be considered for a higher starting rate.

Benefits:

• Paid major holidays.
• Medical & Dental Insurance
• Uncapped Earning Potential
• Access to over $250,000 worth of Professional Development and Training Resources
• Strong opportunity for growth within the company

Pay: $25.00 - $28.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

Experience:

• Accounting: 2 years (Required)
• Bookkeeping: 1 year (Required)
• Executive administrative support: 1 year (Required)

Language:

• English (Required)

Work Location: In person

Salary : $25 - $28