Bookkeeper and Administrative Assistant

Bookkeeping

• Record daily transactions in QuickBooks (or the client's accounting software), including expenses, deposits, and vendor bills

• Reconcile bank and credit card accounts monthly

• Manage accounts payable: enter subcontractor and supplier invoices, track due dates, and prepare payment runs for approval

• Manage accounts receivable: prepare and send client invoices and progress billings, track outstanding balances, and follow up on overdue payments

• Code expenses to the correct job/project so job costing stays accurate

• Prepare monthly reports (P&L, AR/AP aging, job cost summaries) for owner review

Administrative

• Manage the owner's inbox and calendar, and flag priority items

• Maintain organized digital files for contracts, permits, invoices, and project documents

• Handle vendor and client correspondence, and answer routine inquiries

• Do data entry, document preparation, and other ad hoc administrative tasks