Bookkeeper/Administrative Assistant

Position Summary:

We are seeking a dependable, very organized, and detail-oriented Bookkeeper / Administrative Assistant to join our team in San Antonio. This is a full-time, in-office position combining day-to-day bookkeeping and accounting responsibilities with administrative support for the CEO.

The ideal candidate will have hands-on bookkeeping experience, strong organizational skills, and the ability to manage multiple priorities independently. A college degree is not required. We are more interested in practical accounting experience, attention to detail, reliability, and the ability to learn and take ownership of responsibilities.

This position will work closely with company leadership, the outside accounting firm, payroll personnel, and other team members.

Accounting & Bookkeeping Responsibilities

General Accounting

• Perform full-cycle bookkeeping and maintain the general ledger
• Prepare and post journal entries
• Perform account reconciliations
• Research and resolve accounting discrepancies
• Maintain organized accounting records and supporting documentation
• Prepare year-end schedules and supporting information for the CPA

Accounts Receivable & Billing

• Prepare customer invoices
• Submit invoices through applicable customer and government billing systems, including WAWF and GSA ASSIST
• Email invoices directly to customers when required
• Monitor outstanding accounts receivable and follow up on unpaid invoices
• Record and apply customer payments
• Maintain billing documentation and supporting records
• Prepare and submit monthly GSA sales reporting

Accounts Payable & Subcontractor Administration

• Process vendor and subcontractor invoices
• Coordinate vendor payments
• Maintain vendor records and W-9 documentation
• Create and track purchase orders for 1099 subcontractors
• Monitor subcontractor invoices against purchase order funding, authorized amounts, and periods of performance
• Assist with year-end 1099 reporting

Banking & Credit Cards

• Record banking and cash activity
• Record transfers between accounts
• Reconcile bank and credit card accounts
• Record and properly classify credit card transactions
• Maintain supporting documentation
• Research and resolve discrepancies

Payroll Support

• Assist with payroll onboarding for new employees
• Review payroll information for accuracy prior to submission
• Coordinate with the employee responsible for payroll when corrections or additional information are needed

CEO & Administrative Support

In addition to bookkeeping responsibilities, this position will provide general administrative support to the CEO. Responsibilities may include:

• Assist the CEO with day-to-day administrative needs
• Maintain and organize electronic records, documents, and files
• Track deadlines, recurring obligations, and follow-up items
• Prepare or organize documents and information as requested
• Assist with correspondence and general office administration
• Maintain records related to the CEO's rental properties
• Track rental-property HOA fees and insurance
• Maintain and file leases
• Record rental income
• Assist with other administrative projects as needed

Qualifications:

• Previous bookkeeping, accounting, or similar hands-on financial experience
• Working knowledge of general bookkeeping and accounting principles
• Experience with accounting software; QuickBooks experience strongly preferred
• Experience with accounts payable, accounts receivable, bank reconciliations, and general ledger activity
• Strong computer skills, including Microsoft Excel, Word, and Outlook
• Excellent attention to detail and organizational skills
• Ability to manage multiple deadlines and priorities
• Ability to work independently and follow tasks through to completion
• Strong written and verbal communication skills
• Comfortable handling confidential financial and business information
• Dependable, professional, and willing to take ownership of assigned responsibilities

Experience with government contracting, WAWF, GSA ASSIST, purchase orders, or subcontractor accounting is helpful but not required. Training can be provided for company-specific processes and systems.

Work Schedule & Location:

This is a full-time, 40-hour-per-week position located in our San Antonio office. This is an in-office position and is not a remote role.

What We're Looking For:

We are looking for someone who can become a trusted, long-term member of the team. The right person will be comfortable moving between detailed accounting work and administrative responsibilities, keeping things organized, identifying items that need attention, and following through without requiring constant supervision.

Benefits:

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

Work Location: In person