Bookkeeper

Construction Bookkeeper & Operations Admin

** ONLY RESUMES IN ENGLISH WILL BE ACCEPTED**

Schedule: Full-Time | Monday–Friday | 8 a.m.–4:30 p.m. U.S. Eastern Time

Industry: Construction (General Contracting)

Experience: Mid-Senior, 3+ years

Pay: $1,400–1,750 USD per month

About the Role

Our client, a general contracting company, is seeking a Construction Administrative Assistant to handle the office side of their projects. The role centers on invoicing, data entry, and office administration for every job, from the first bid through contracts, change orders, payments, and lien releases.

You'll report to the General Manager and the Office Manager, who will also support you, and coordinate with Project Managers and Superintendents. Day to day, you'll take calls from new and existing clients, collect bids from subcontractors, turn bid sheets into client proposals, and enter invoices, budgets, change orders, and payroll into Gemini, their construction accounting system. You'll also prepare the documents the team works from: subcontracts, contracts, change order and Notice to Owner (NTO) trackers, and the weekly open items report.

You'll do well here if you're accurate with numbers and paperwork, confident on the phone with clients, and comfortable following up with subcontractors and vendors until you have what you need.

Key Responsibilities

Client Contact

• Answer calls from new and existing clients and log each contact, from the first call through their service needs.
• Build targeted lists of potential clients.
• Help maintain long-term client relationships that bring repeat work.

Estimating

• Send PDF plans to subcontractors for bids and follow up until every bid is received.
• Enter subcontractor proposals into bid sheets and save them to the job's digital file.
• Order full-size plan sets, including extra sets for subs who pick them up, and let them know when they're ready.
• Research and price materials for each project.

Accounting

• Enter invoices into Gemini.
• Set up new jobs in Gemini, including AIA documents.
• Enter budgets and change orders into Gemini and AIA.
• Process payroll in Gemini, allocating costs and burden to each job.
• Update the accounts receivable spreadsheet as draw requests go out and payments come in, including the monthly rollover.
• Run the open items report every Thursday.
• Write checks to subcontractors and mail them or call subs to pick them up.
• Complete vendor credit applications and manage online supplier accounts.
• Obtain lien releases and file them with the NTOs.
• Get quarterly pricing on portable toilets, dumpsters, and signs, and update the estimator on changes.

Filing and Data Entry

• Prepare subcontracts, change orders, and contracts.
• Send out approved subcontracts, change orders, proposals, and contracts.
• Make sure certificates of insurance for general liability and workers' compensation are received, current in Gemini, and filed.
• Set up and update each client's digital file, and keep the contact list current.
• Create and maintain change order and NTO trackers for every job.

Proposals

• Type proposals from bid sheets, worded so clients can easily understand them.
• Make any changes to proposals after project management review.

Office Support

• Schedule dumpster and portable toilet deliveries and pickups.
• Order business cards and get logos for field equipment and job site signs.
• Complete contractor registrations with municipalities.

Must Haves

• 3+ years of experience in office administration.
• Experience with invoicing, including entering invoices and tracking payments.
• Strong data entry skills, with a high level of accuracy.
• C1 spoken English, plus excellent written English and professional communication skills.
• Availability to work full-time during U.S. Eastern Time business hours.
• Ability to work independently while communicating effectively with U.S.-based clients, office leadership, project managers, and subcontractors.

Nice to Haves

• Experience in the construction industry.
• Experience with Gemini or a similar construction accounting system.
• Familiarity with AIA documents.
• Experience processing payroll, including allocating costs to jobs.
• Familiarity with lien releases and NTOs.

Tools on the Job

Gemini (construction accounting software), AIA documents

What Success Looks Like

Success in this role means the team can count on accurate, timely information. In practice, that means documenting every client contact, following up on every bid, entering invoices, budgets, and change orders correctly, and keeping insurance certificates, lien releases, and job trackers current.

Why ROMY

At ROMY, we match professionals across Latin America with U.S. companies for long-term roles, not short-term projects or temp work. As a ROMY associate, you work as part of your client's team, and our job doesn't end once you're placed. We check in regularly to make sure the role is working for you, help coordinate your time off, and take care of your contract and payments so you can focus on your work.

If something isn't working, you won't have to handle it alone. You'll have a point of contact on our team who knows you and your role, and we'll step in to mitigate any potential risks with the client. For us, the match is just the beginning. What matters most is that you're still happy in your role a year from now.

What We Offer

• 10 paid vacation days and 5 paid sick days per year, starting after your first 60 days
• U.S. holidays off, following your client's calendar
• Work from anywhere in Latin America, as long as you have a professional setup: reliable internet, a quiet space to work, and your own computer
• An independent contractor agreement: ROMY doesn't deduct anything from your pay, and you're responsible for any taxes or fees in your home country

Our Recruiting Process

Here's what to expect after you apply:

1. Application review
2. Video application
3. Stage 1 interview with our team
4. Online assessments
5. Stage 2 interview (technical)
6. Background check
7. Reference check
8. Client interview
9. Offer and contract
10. Onboarding call with your new team

The full process usually takes 2–3 weeks, depending on how quickly you respond and complete each step.

How to Apply

Apply through this posting with your resume in English. Only resumes in English will be considered.