Bookkeeper/Administrative Assistant

Position Overview

We're seeking an experienced Bookkeeper / Office Administrator to support our accounting and bookkeeping functions while also assisting our Office Manager with daily operations. This is a hands-on role for someone who is confident in QuickBooks, comfortable with numbers, and organized enough to keep many moving parts on track. The ideal candidate is a self-starter who takes ownership of their work and is comfortable communicating with clients, vendors, subcontractors, and insurance providers.

Accounting & Bookkeeping Responsibilities

• Maintain accurate financial records in QuickBooks, including daily entry of transactions, invoices, bills, and payments
• Manage accounts payable: process vendor and subcontractor invoices, verify them against contracts and purchase orders, and schedule payments
• Manage accounts receivable: prepare and send client invoices and progress billings, track payments, and follow up on outstanding balances
• Track retainage, deposits, and change orders on active projects
• Perform monthly bank and credit card reconciliations
• Assist with job costing so project expenses are properly coded and tracked
• Prepare and review Profit & Loss statements, balance sheets, AR/AP aging reports, and other financial reports for management
• Collect and maintain W-9s and assist with year-end 1099 preparation for subcontractors
• Assist with payroll processing and records
• Coordinate with our outside accountant on quarter-end close, tax preparation, and other financial needs
• Build and maintain Excel spreadsheets for tracking, reporting, and analysis

Office & Administrative Responsibilities

• Assist the Office Manager with day-to-day office operations
• Handle insurance communication, including requesting and tracking certificates of insurance (COIs) from subcontractors and vendors, keeping company policies current, and assisting with audits and renewals
• Communicate daily with vendors, suppliers, and subcontractors on orders, scheduling, documentation, and payment status
• Collect and organize lien waivers, contracts, and other project paperwork
• Answer phones and respond to emails professionally and promptly
• Keep digital and physical files organized and up to date
• Support project managers with administrative needs as projects require
• Take on other duties as assigned in a growing company

Qualifications

• 2+ years of bookkeeping or accounting experience (construction industry experience strongly preferred)
• Strong working knowledge of QuickBooks (Online and/or Desktop)
• Solid understanding of standard bookkeeping practices, including AR, AP, reconciliations, and financial statements such as P&Ls
• Proficiency in Microsoft Excel (formulas, sorting/filtering, basic reporting) and the rest of Microsoft Office (Word, Outlook)
• Comfortable learning new software and platforms
• Excellent organizational skills and attention to detail
• Clear, professional written and verbal communication
• Able to manage multiple priorities and meet deadlines with minimal supervision
• Trustworthy and discreet with confidential financial information

Preferred

• Experience with construction accounting such as job costing, progress billing, retainage, and lien waivers
• Familiarity with contractor insurance, including COIs, general liability, and workers' compensation
• Associate's or Bachelor's degree in Accounting, Finance, or Business, or equivalent experience

What We Offer

• Competitive pay based on experience
• Health insurance / Dental & Vision/ PTO / paid holidays / 401(k)
• Stable, growing company with a team-oriented environment
• An opportunity to grow with the business and take on more responsibility

Join us to be part of a vibrant team dedicated to excellence! This role offers an exciting opportunity to develop your administrative expertise while supporting our mission of delivering outstanding service. We value proactive individuals who bring energy, professionalism, and a positive attitude every day.

Pay: $24.00 - $30.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Bookkeeping: 2 years (Required)

Location:

• Fort Washington, PA 19034 (Preferred)

Work Location: In person