Administrative Assistant/ Bookkeeper

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Job description

Job Overview:

We are seeking a reliable and detail-oriented Assistant Administrator/Bookkeeper with at least 2 years of experience in bookkeeping and administrative support. The ideal candidate will have a strong command of QuickBooks, Excel, Word, and Outlook, and will perform a variety of general administrative, bookkeeping, and industry-specific tasks. This role requires high attention to detail, organizational skills, and a proactive approach to problem-solving.

Primary Responsibilities:

Accounts Payable & Bookkeeping:

Enter bills, match receipts, and check for discrepancies

Process online and auto payments, maintain vendor binders and verify COIs for vendors

Print weekly reports for managerial approval and prepare checks for mailing

Manage data entry of supplier statements and AFE Cost items, comparing invoices and addressing issues with management

Payroll Support:

Process weekly timesheets and payroll

Maintain payroll cost data and assist in payroll-related administrative tasks

Accounts Receivable & Customer Support:

Process deposits, and assist in the management of customer accounts

Provide lien releases, warranty letters, and other customer documents as required

Employee Onboarding & Administration:

Prepare new hire packets and conduct preliminary phone questionnaires

Schedule interviews, process onboarding paperwork, and set up new hires in ADP and QuickBooks

Support HR functions and track employee documentation as directed by management

Vehicle Coordination & Maintenance Reporting:

Log monthly vehicle reports, coordinate services, and document repairs as needed

General Office Duties:

Answer phones, check voicemails, and handle filing (A/P, payroll, job-specific, and general admin)

Organize and maintain accounting cabinet security, and assist with office upkeep

Qualifications:

Minimum of 2 years' experience in bookkeeping and administrative support

Proficiency in QuickBooks, Excel, Word, and Outlook

Strong organizational skills and excellent attention to detail

Ability to write professional correspondence and maintain confidentiality

Positive attitude, team player, and self-starter

Clean background check required

Preferred Qualifications:

Notary certification or construction-related office experience is a plus

Additional Considerations:

Applicants should be able to commute reliably to the office

This is a dog-friendly environment; please only apply if comfortable with dogs in the office

If you are a reliable, organized, and detail-focused professional looking to join a supportive and dynamic environment, we encourage you to apply.

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