Bookkeeper & Family Office Coordinator

Job Title: Full-Charge Bookkeeper / Family Office Coordinator
Operating Company: Midwest Machinery
Job Location: Chesterfield, MO
FLSA Status: Non-Exempt (part time 25-30 hours/week)
Pay Range: $35-45/hr 
About:
Midwest Machinery – A member of the AIR Control Concepts family. 
Overview:
For 100 years, Midwest Machinery has defined what it means to lead. From pioneering the nation’s first cooling tower sales to revolutionizing hydronic and energy-efficient systems, we’ve built a legacy on innovation, integrity, and partnerships that last.
We strive to be our customers’ most trusted and valued partner in their pursuit of designing and constructing better buildings and mechanical systems. By consistently delivering The Midwest Experience, our customers will be more successful, buildings will be more efficient, and we will be able to reward our team and give back to the community.
Job Description:
We are seeking an experienced Full-Charge Bookkeeper to oversee the accounting and administrative functions for several family-owned real estate and investment entities. This role combines traditional bookkeeping responsibilities with light family-office functions, including bill payment, financial reporting, rental property accounting, cash management, payroll coordination, and vendor management. The ideal candidate is highly organized, trustworthy, detail-oriented, and comfortable working independently across multiple entities.
Essential Duties and Responsibilities:
Accounting & Bookkeeping

• Maintain QuickBooks for all entities
• Record and reconcile transactions
• Monthly bank reconciliations
• Credit card reconciliations
• Journal entries
• Financial statement preparation
• Monthly close process

• Receive and process invoices
• Manage approval workflow
• Schedule payments
• Track recurring obligations
• Maintain vendor records

• Generate invoices
• Monitor collections
• Follow up on past-due accounts
• Deposit tracking

• Coordinate payroll processing
• Union reporting requirements
• Certified payroll support (when required)
• Employee onboarding paperwork
• Annual 1099 preparation

• Tenant billing
• Lease administration
• CAM and expense tracking
• Rental property reporting
• Property tax monitoring
• Insurance tracking

• Personal bill pay
• Insurance renewals
• Vehicle registration tracking
• Property tax administration
• Document management
• Annual CPA support

• Prepare monthly reporting package including:
• Balance Sheet
• Income Statement
• Cash Flow Summary
• Entity-level reporting
• Budget vs. Actual
• Cash position summary

• 5+ years bookkeeping/accounting experience
• QuickBooks Online proficiency
• Strong Excel skills
• Experience with multi-entity accounting
• High level of discretion and confidentiality
• Strong organizational skills

• Associate's or Bachelor's degree in Accounting
• Construction accounting experience
• Job costing experience
• Union payroll experience
• Real estate accounting experience
• Family office experience

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.   
The Company complies with disability laws and provides reasonable accommodations to qualified individuals.