Bookkeeper

Job title

Bookkeeper

Department

Finance and Administration

Reports to

Owner or Director of Operations

Location

Yavapai Landscaping office, Prescott, Arizona. This role works on site.

Employment type

Full time, nonexempt hourly, overtime eligible

Schedule

Monday to Friday, 8:00 AM to 4:30 PM

Pay

$22 - $32 per hour, based on experience

Benefits

Medical, Dental, Vision

About Yavapai Landscaping

Yavapai Landscaping is a licensed Arizona contractor serving Prescott, Prescott Valley, Dewey, Chino Valley, Sedona and the surrounding area. Founded in 2014 the company designs and builds outdoor living spaces, pools, hardscape and irrigation, maintains properties year round, provides pest control and wildfire defensible space work, and supplies landscape materials. Our customers range from homeowners to hotels, schools and municipalities.

About the role

The Bookkeeper keeps Yavapai’s books accurate, current and ready for decisions. You own the daily flow of money in and out of QuickBooks Online: invoicing, customer payments and deposits, vendor bills, bank and credit card reconciliations, and month end close. You work closely with the owners, operations, sales and our outside accountant.

Yavapai runs several kinds of work at once: design and build projects billed in stages, recurring maintenance, pest control, and material sales. That means hundreds of invoices and payments every month, deposits on large projects, and job costs that need to land in the right place. Clean, timely books let the owners see what each line of the business earns.

What you will do

• Billing. Create and send invoices from approved estimates, progress and milestone invoices for staged projects, recurring maintenance invoices and sales receipts, and apply deposits and credits correctly.
• Accounts receivable and collections. Record customer payments, deposits and bank transfers, follow up on past due accounts by phone and email, handle returned or canceled payments, and keep the aging report current.
• Accounts payable. Enter and code vendor and subcontractor bills, match them to purchase orders and jobs, schedule payments, and keep vendor records and W9s complete.
• Reconciliations. Reconcile every bank, credit card and loan account monthly, and keep the bank feed categorized and current every week.
• Job costing. Tag income and costs to the right customer, project and class so the owners can see profit by job and by service line.
• Month end close. Close the books on schedule each month and prepare the profit and loss, balance sheet, AR and AP aging, and cash summary for the owners.
• Payroll support. Prepare time and payroll data for the payroll provider, record payroll entries, and support commission and referral payout calculations once approved.
• Tax and compliance. Prepare data for Arizona transaction privilege tax (TPT) filings, track 1099 vendors and payees, keep sales tax settings on items correct, and support the outside accountant at year end and in any audit.
• Clean records. Maintain the customer, vendor, product and service lists in QuickBooks, merge duplicates, and keep naming consistent so sales and finance reports match.
• Process improvement. Help connect and maintain QuickBooks with our sales and operations systems, and suggest better ways to bill, collect and report.

How success is measured

• Books closed on schedule each month with all accounts reconciled
• Invoices sent within [2] business days of job completion
• Past due receivables over 60 days held under 20% of total receivables
• Bank feed categorized weekly, with no uncategorized transactions at month end
• TPT and other filings submitted on time with no penalties
• Accurate job costing, so profit by job and service line can be reported each month

What you bring

• At least 3 years of full cycle bookkeeping, including AR, AP, reconciliations and month end close
• Strong working knowledge of QuickBooks Online
• Understanding of accrual accounting, deposits and progress billing
• Accurate, organized and comfortable with deadlines and high transaction volume
• Clear, courteous communication when calling customers about payments
• Discretion with confidential financial and payroll information
• Strong Excel or Google Sheets skills
• High school diploma or equivalent

Nice to have

• Experience with a contractor, landscaping, construction or other trade business, including job costing
• Experience with Arizona TPT, including contracting rules
• QuickBooks ProAdvisor or Certified Bookkeeper credential
• Associate or bachelor’s degree in accounting or business
• Experience with payroll systems such as ADP

Working conditions

Office based role. Requires extended periods at a desk using a computer and phone. Work peaks at month end, quarter end and year end.

Why work here

• Local, owner led company with a reputation built over more than a decade in the Prescott area.
• Your work goes straight to the owners and shapes real decisions about pricing, crews and growth.
• A growing company with room to improve systems and grow the role.

Equal opportunity

Yavapai Landscaping, LLC is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by law. Reasonable accommodations are available on request during the hiring process. Employment is at will.

This description summarizes the main duties of the role and is not a complete list. Duties may change as the business needs.

Pay: $22.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Experience:

• Bookkeeping: 1 year (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

Ability to Commute:

• Prescott, AZ 86301 (Preferred)

Work Location: In person