Bookkeeper/Administrative Assistant

Position Summary

The Administration Manager / Bookkeeper is responsible for overseeing the administrative, accounting, and clerical functions of a Cabinet and Millwork Fabricator and Installer. This role ensures accurate financial records, efficient office operations, and clear communication between customers, technicians, and management.

Our shop specializes in Cabinet making and Millwork fabrication and installation. This position requires strong organizational skills, attention to detail, and experience with bookkeeping and service business workflows.

Essential Duties and Responsibilities

Administrative & Office Management

• Manage daily front-office operations, including phones, customer interface, and information flow.
• Maintain organized systems for work orders, estimates, and invoices.
• Coordinate technician time tracking, job completion updates, and shop scheduling.
• Prepare and submit weekly administrative and productivity reports.

Bookkeeping & Financial Duties

• Perform daily bookkeeping using QuickBooks Online or shop management software (Jobman)
• Direct experience in ERP construction software a plus
• Willingness to learn ERP software and coordinate integration is essential.
• Manage accounts payable (vendor bills, parts purchases) and accounts receivable (customer invoicing, payments, and collections).
• Accurately input all expenses and income.
• Track expenses per project as well as General and Administrative expenses.
• Responsible for consistent and systematic organization of entries according to GAAP.
• Reconcile bank and credit card statements monthly.
• Prepare and process employee payroll hours.
• Track Labor costs per project
• Track sales tax, petty cash, and expense reimbursements.
• Support monthly and year-end financial reporting for the owner and external accountant.

Customer and Vendor Relations

• Provide professional, courteous communication with customers regarding estimates, invoices, and job status.
• Coordinate with vendors for purchase order status, returns, and warranty processing.
• Ensure timely follow-up on customer estimates and completed work orders.

Operational Support

• Assist in tracking and replenishing shop inventory.
• Help maintain compliance with business licenses, insurance, and safety documentation.
• Identify opportunities to improve administrative efficiency and workflow.

Qualifications

• 3–5 years experience in bookkeeping or administrative management (service, construction or trade services, or small business setting preferred).
• Proficiency in QuickBooks Online and Microsoft Office (Excel, Word).
• Understanding of project billing, material invoicing, and repair order workflow.
• Strong communication, organizational, and multitasking skills.
• High level of integrity, confidentiality, and attention to detail.

Work Schedule & Compensation

• Full-time position, Monday through Friday.
• Compensation: $.00 per hour.

Physical Requirements

• Ability to sit or stand for extended periods in an office environment.
• Occasional lifting of office supplies.
• Regular interaction with technicians and customers in shop setting.

Pay: $18.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $18 - $25