About Us

We are seeking a detail-oriented and reliable Bookkeeper to manage the day-to-day financial operations of our HVAC business. The ideal candidate will have hands-on experience with QuickBooks and a solid understanding of the financial workflows common to service-based trades, including job costing, vendor payments, customer invoicing, and payroll support. This is an on-site position at our Goodfield, IL office, offering the opportunity to be a key part of a well-established and respected local business.

Key Responsibilities

Accounts Payable & Receivable

• Process vendor invoices for HVAC equipment, parts, and supplies; ensure timely and accurate payments
• Generate and send customer invoices for installations, repairs, and maintenance plan services
• Follow up on outstanding receivables and manage collections as needed
• Reconcile vendor statements and resolve discrepancies

General Bookkeeping & QuickBooks Management

• Maintain the general ledger and chart of accounts in QuickBooks
• Record daily transactions including deposits, payments, journal entries, and adjustments
• Perform monthly bank and credit card reconciliations
• Maintain organized digital and physical filing systems for all financial records

Payroll Support

• Assist with weekly or bi-weekly payroll processing, including tracking technician hours and overtime
• Maintain employee payroll records and ensure compliance with Illinois wage and hour requirements
• Coordinate with external payroll service or CPA as applicable

Job Costing & Reporting

• Track costs by job for installations and larger projects (materials, labor, subcontractors)
• Prepare job profitability reports to support management decision-making
• Generate monthly, quarterly, and annual financial reports (P&L, balance sheet, cash flow)
• Assist with budgeting and forecasting as requested by ownership

Tax & Compliance Support

• Prepare and organize documents for annual tax filings and CPA review
• Track and file Illinois sales tax returns as required
• Maintain W-9 records for vendors and assist with annual 1099 preparation
• Ensure compliance with applicable state and federal financial reporting requirements

Administrative & Office Support

• Process customer payments (checks, credit cards, and financing transactions)
• Support the owner with ad hoc financial analysis and reporting needs
• Assist with warranty tracking, equipment registration, and maintenance plan billing
• Coordinate with service and installation teams on purchase orders and work order completion

Qualifications

• Minimum 2 years of bookkeeping or accounting experience
• Proficiency in QuickBooks (Desktop or Online)
• Strong understanding of accounts payable/receivable, bank reconciliation, and general ledger management
• Proficiency in Microsoft Office, particularly Excel
• Excellent attention to detail and organizational skills
• Ability to handle confidential financial information with discretion
• Strong communication skills, both written and verbal