Accountant Administrator / Bookkeeper

Key Responsibilities

Accounts Receivable (AR):

• Generate and distribute customer invoices
• Apply payments
• Monitor aging reports and follow up as needed

Accounts Payable (AP):

• Process vendor invoices and ensure proper coding
• Calculate, process, and track subcontract payments
• Manage payment processing and vendor relationships
• Resolve invoice and payment discrepancies

General Ledger & Month-End Close:

• Prepare journal entries and maintain GL accuracy
• Perform month-end close activities
• Support financial reporting and internal reviews

Reconciliations & Cash Management:

• Perform bank, credit card, and account reconciliations
• Manage daily banking activity and cash balances
• Investigate and resolve variances in a timely manner

Expense & Credit Card Administration:

• Reconcile company credit cards and employee expenses
• Ensure expenses are properly documented and coded

Systems & Process Support:

• Work within the company's accounting software (Spectrum/Viewpoint)
• Identify opportunities to improve accounting processes
• Support system clean-up and documentation as needed

Project Tracking:

• Properly coding of weekly timesheets entered into accounting software
• Maintain accurate job cost records for labor, equipment, materials, trucking, subcontractors, and overhead
• Prepare job cost and gross profit reports for management review
• Monitor actual vs. budgeted costs, identify variances, and support cost-to-complete forecasting
• This role does not process payroll. However, it is responsible for preparing timesheet and payroll-related data within the accounting system and coordinating with our external payroll provider

General & Administrative Support:

• Assist management with administrative tasks to support efficiency
• Serve as point of contact for office vendors, maintenance providers, and routine service schedules
• Oversee office supply inventory, place orders and maintain backstock.
• Support leadership with special projects, document preparation, and administrative tasks
• Work closely with company leadership to support financial projections, reporting accuracy, and operational decision-making
• Coordinate with external partners including CPA firm, payroll/HR provider, insurance brokers, and banking contacts as needed

Qualifications

• 3–5 years of hands-on general accounting or bookkeeping experience
• Solid understanding of AR, AP, GL, and reconciliations
• Comfortable working in a small, family-owned environment
• Organized, dependable, and detail-oriented
• Motivated by long-term growth, stability, and leadership development
• Discretion and confidentiality in handling company and financial information
• Proficient with Microsoft Excel, Word and PowerPoint
• Understanding of construction accounting software - we use (Spectrum/Viewpoint)
• Solid understanding of project/construction accounting