Bookkeeper / Staff Accountant

ROLE CONTEXT

MAIN RESPONSIBILITIES

CORE ACCOUNTABILITIES

• Payables, Receivables & Deposits
• Reconciliations & QuickBooks–BuilderTrend Sync
• Month-End Close Preparation (both entities)
• Trade Partner Compliance — COI / W-9
• Second-Entity Bookkeeping (Boutique Retreats)
• Backup & Continuity — Payroll / Net Zero Cross-Training

KEY RESPONSIBILITIES

1. Payables, Receivables & Deposits

• Enter vendor invoices; apply accurate first-pass coding (right job, right cost code) for the F&A Manager's review.
• Prepare check and ACH payment runs; manage Eastern Bank Positive Pay / ACH Positive Pay exceptions; file supporting documentation.
• Generate customer invoices in BuilderTrend; apply payments; prepare deposits; support collections follow-up with the F&A Manager and Production

1. Reconciliations (prep) & QuickBooks–BuilderTrend Sync

• Pre-reconcile credit cards.
• Pre-reconcile vendor credit accounts (where Red House holds credit) fully current by end of month — "pre-reconciling" means every item accounted for, not most.
• Maintain the QuickBooks–BuilderTrend sync, including manually entering credits between the two systems — detailed work that has to be right; a core competency of the seat

1. Month-End Close Preparation (multiple entities)

• Work the existing month-end checklists.
• Catch discrepancies before month-end, not during it.
• Deliver month-end data clean enough for the Controller to reconcile with zero rework, on the same schedule for both entities

1. Trade Partner Compliance — COI / W-9

• Chase COI and W-9 renewals; file them; log expirations in RH system with reminders; flag lapses.
• Hold payment in the AP queue for any trade partner whose COI, W-9, or signed agreement is not current.
• Own the communication loop on a hold: immediately flag the sub, the Production team, and the F&A Manager, and drive it to resolution through clear, timely communication.
• Escalate adequacy judgments (certificate sufficiency, additional-insured status, workers'-comp exemption validity, license verification) to the F&A Manager, who makes them

1. Second-Entity Bookkeeping (Boutique Retreats)

• Pay monthly utilities and recurring bills; keep revenue and expense entry current.
• Reconcile the Amex / STR credit card; collect and match receipts.
• Prepare the file for the Controller on the same month-end schedule as Red House.
• Other entities may be added in the future

PERFORMANCE STANDARDS

• Month-end data delivered clean enough for the Controller to reconcile with zero rework, both entities closed on the same clock.
• Credit card and vendor credit accounts fully pre-reconciled by end of month.
• AP entered and coded accurately, with no missed vendor due dates.
• QuickBooks–BuilderTrend sync kept current, with discrepancies caught before month-end.
• No payment released against an expired COI, W-9, or unsigned agreement — and every hold communicated and resolved promptly.
• Cross-trained and current on payroll and Net Zero, able to cover on short notice.

LEADERSHIP & BEHAVIORAL COMPETENCIES

• Instills Trust — Handles confidential financial and vendor information with discretion; does what they say they'll do; is direct and truthful when something is wrong or behind.
• Demonstrates Self-Awareness — Seeks and accepts feedback without defensiveness; knows the edges of their own knowledge and grows from mistakes.
• Being Resilient — Stays composed and accurate under the monthly deadline rhythm; recovers quickly when priorities collide.

• Optimizes Work Processes — Runs recurring AP, reconciliation, and close workflows the efficient way; keeps the QuickBooks–BuilderTrend sync clean.
• Action Oriented — Takes on the daily work with urgency and follow-through; keeps the books current rather than letting them drift, and closes on time without being chased.
• Communicates Effectively — Clear and timely across departments, especially on a payment hold: keeps the sub, Production, and the F&A Manager informed and moving toward resolution.

MINIMUM QUALIFICATIONS

Bookkeeper level:

• 2+ years in bookkeeping, full-charge bookkeeping, or AP/AR and accounting support.
• QuickBooks Desktop proficiency at a daily-use level; accurate AP coding, credit-card and account reconciliations, and month-end preparation.
• Strong Excel / Google Sheets fluency; demonstrated discretion with confidential financial information.
• Comfort working alongside a remote, fractional Controller, and strong follow-through under a recurring monthly deadline.

• Accounting or finance degree, or CPA/CMA track, or demonstrated ability to prepare journal entries, own account reconciliations, and prepare/interpret financial statements.
• Readiness to grow into reconciliation, journal-entry, and reporting work handed off from the Controller over time.

Strongly preferred (either level):

• Construction / design-build job-costing exposure — the coding accuracy this seat feeds is what makes Red House's WIP and job costing mean anything; job-costing fluency is the tell.
• BuilderTrend experience and comfort with the manual QuickBooks–BuilderTrend credit work; familiarity with Positive Pay / ACH exception handling.
• EOS/Traction exposure; comfort using AI tools to increase capacity.

SYSTEMS

QuickBooks Desktop (hosted via Rightworks), BuilderTrend, Paycor (payroll — cross-training/backup), Google Workspace, Positive Pay / ACH Positive Pay.

WORK ENVIRONMENT

POSITION DETAILS & COMPLIANCE

• Part-time, onsite at Red House's Providence studio, 177 Sherburne Street, 15–20 hrs/week. This work is a rhythm, not a project, so a daily onsite presence is preferred over a few long days. Core hours must cover the AP / payment-run day, and the month-end close window; flexibility exists around those anchors. Standard/modern office environment; sustained computer work; confidential financial information handling. Occasional light lifting (up to 20 lbs).

COMPENSATION & BENEFITS

• Rate — Bookkeeper level: $22.00 - 32.00 / hour
• Rate — Staff Accountant level: $30.00 - 40.00 / hour
• Benefits (Part-Time Status): 
  • 401(k) Retirement Plan: Eligible on the first quarterly entry date following 6 months of continuous service. Includes company Safe Harbor match (100% match on the first 3% deferred, 50% match on the next 2%). 
  • Profit-Sharing Plan: Eligible after 6 months of continuous employment, calculated based on regular hours worked and company profitability goals. 
  • Professional Development Fund: Eligible for approved courses and training up to an annual allowance equivalent to 1 week of pay (15–20 hours). 
  • Culture & Perks: Company computer provided (in-studio), access to our modern Providence studio, dog-friendly workspace, espresso bar, and fully stocked snack drawer.

Please note: Per company policy, part-time positions (under 30 hours per week) are not eligible for group health/dental insurance, accrued PTO, or paid company holidays.

LEGAL NOTICES