Office Administrator/ Bookeeper

Job Summary

About Trenchless Solutions

Founded in 2016, Trenchless Solutions is a Missoula-based underground utility replacement and rehabilitation company. We use trenchless and traditional methods to install and repair water, sewer, gas, septic, and conduit lines while minimizing disruption to our customers' property. We are licensed, bonded, insured, and committed to reliable work, clear communication, and a hardworking team environment.

Position Summary

Trenchless Solutions is seeking a dependable, detail-oriented Office Administrator & Bookkeeper to keep daily office, project, and financial workflows organized and accurate. This position connects the field and office by coordinating schedules, collecting crew updates, maintaining project records, supporting permits and government-contract reporting, and completing routine bookkeeping tasks. The successful candidate is comfortable shifting between customer communication, deadline-driven paperwork, spreadsheets, and QuickBooks while protecting confidential information and following through without close supervision.

PRIMARY ROLES AND RESPONSIBILITIES

Operations and Field Coordination

• Check in with field crews at the end of each workday; collect job-status notes, issues, and next steps; and enter accurate updates in the company's tracking spreadsheet or system.
• Coordinate job schedules, appointments, crew communications, and changes; promptly communicate updates to the appropriate team members and customers.
• Prepare, submit, and track permit applications and related documentation with cities, counties, utilities, and other agencies.
• Obtain and organize customer signatures, approvals, change documentation, and closeout records.

Bookkeeping and Financial Administration

• Enter, review, and monitor transactions in QuickBooks; maintain accurate coding, customer/job information, and supporting documentation.
• Reconcile bank, credit-card, vendor, and other assigned accounts; research and resolve discrepancies.
• Process and maintain accounts payable and accounts receivable records, including invoices, bills, payments, deposits, and customer balances.
• Complete professional, light accounts-receivable follow-up and document collection activity.

Contract, Bid, and Documentation Compliance

• Maintain bid tabs, government-contract records, required reports, and supporting documentation in accordance with contract requirements and internal procedures.
• Monitor deadlines and confirm that required project paperwork, permits, approvals, and signatures are complete and filed accurately.
• Maintain organized electronic and paper files that support audit readiness, project closeout, and efficient retrieval.

Office and Customer Support

• Answer and route phone calls; monitor shared and assigned email; respond professionally and escalate urgent issues promptly.
• Support customers, vendors, agencies, and employees with clear, courteous, and timely communication.
• Complete general office tasks, maintain templates and records, and recommend practical improvements to recurring workflows.
• Provide additional administrative and bookkeeping support consistent with the position's purpose and business needs.

Timekeeping and Reporting

• Audit employee time records daily or the following morning, identify missing or inconsistent entries, and coordinate timely corrections before payroll deadlines.
• Prepare routine financial, operational, aging, job, and management reports; coordinate with outside accounting or tax professionals as directed.

GENERAL WORK RULES:

• Follow all instructions accurately and efficiently; ask clarifying questions as needed.
• Maintain confidentiality of financial and company information at all times.
• Always maintain a professional demeanor, treating coworkers, vendors, and clients with respect and courtesy.
• Arrive to work on time and prepared to complete daily responsibilities. Report all absences promptly and according to company procedures.
• Comply with all company policies and procedures, including those related to security, records management, and accounting controls.
• Maintain a clean, organized, and secure workspace.
• Prioritize and practice accuracy and attention to detail in all tasks.

Join us to be part of a vibrant team dedicated to operational excellence! We value energetic professionals who thrive on making a meaningful impact through precise financial management and seamless administrative support. This role is essential in helping our organization achieve its goals while fostering a positive work environment!

Pay: $24.00 - $30.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Missoula, MT 59808

Salary : $24 - $30