Quickbooks Bookkeeper and Office Manager

Job Description

About Us:

Castor Materials Inc is a well-established and rapidly growing construction firm based in Philadelphia. We specialize in both residential and commercial projects, delivering quality craftsmanship and exceptional customer service. As we continue to expand, we are looking to add an organized, reliable, and experienced Office Manager & Bookkeeper to our team to help support daily operations and financial functions.

Job Description:

We are seeking a detail-oriented and proactive Office Manager & Bookkeeper to oversee the financial, administrative, and operational aspects of our office. This individual will play a crucial role in managing the office's day-to-day activities, supervising staff, and ensuring smooth financial operations within the company.

As the Office Manager & Bookkeeper, you will be responsible for the following:

Key Responsibilities:

Bookkeeping & Financial Management:

• Maintain accurate financial records, including accounts payable, accounts receivable, payroll, and general ledger.
• Process invoices, payments, and reconcile bank statements.
• Reconcile credit card statements
• Handling return payments and credit card disputes
• Applying Payments in QuickBooks
• Prepare financial reports, including profit and loss statements, balance sheets, and cash flow statements.
• Track project costs, prepare job costing reports, and monitor budget compliance for ongoing construction projects.
• Tracking equipment purchases
• Processing release of liens and Job releases
• Work with external accountants for quarterly and year-end tax filings.
• Manage company credit card expenses and ensure proper documentation.
• Assist with financial forecasting and cash flow management.
• Working with internal collections to monitor customer accounts
• Filing Sales tax and tax related items
• Actioning items and documents related to the company’s finances
• Categorizing items for charts of accounts
• Calculating and tracking Sales commission
• Journal entries
• Searching and quoting company insurance policies
  
  

Office Management & Administration:

• Oversee day-to-day operations of the office, including office supplies, equipment, and scheduling.
• Oversee and assist in business operations including but not limit to scale operations
• Supervise and manage office staff, providing guidance, training, and support as needed.
• Ensure smooth communication between staff, contractors, and clients.
• Manage incoming calls, emails, and correspondence for the office.
• Schedule meetings, appointments, and company events.
• Organize and maintain filing systems (both physical and digital) for contracts, permits, and other important documents.
• Assisting administrator with projects and task
• Taking meeting notes and actioning items from meetings
• Assist with onboarding and HR-related tasks such as employee records and benefits administration.
• Writing and implementing procedures for business operations, keeping business compliant
  
  

Project & Client Support:

• Assist with administrative tasks related to project scheduling, change orders, and document management.
• Communicate with clients regarding project updates, billing, and other inquiries.
• Coordinate with subcontractors, vendors, and suppliers as needed.
  
  

Qualifications:

• Proven experience (3 years) as a bookkeeper, office manager, or in a similar administrative role, preferably within the construction industry.
• Strong understanding of accounting principles, payroll systems, and construction job costing.
• Proficient in accounting software (QuickBooks) and Microsoft Office Suite (Excel, Word, etc.).
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication and interpersonal skills, with the ability to work well with staff, contractors, and clients.
• Experience in supervising and managing staff.
• Knowledge of construction terminology, contracts, and project management software is a plus.
• Ability to handle sensitive information with confidentiality.
• High school diploma required; associate’s degree or higher in accounting, business, or related field preferred.
  
  

Benefits:

• Competitive salary based on experience.
• Health insurance options.
• Paid time off (PTO) and holidays.
• Retirement plan options.
• Opportunity for career advancement in a growing company.
  
  

Company Description

Castor Materials Inc is a well-established and rapidly growing construction firm based in Philadelphia. We specialize in both residential and commercial projects, delivering quality craftsmanship and exceptional customer service. As we continue to expand, we are looking to add an organized, reliable, and experienced Office Manager & Bookkeeper to our team to help support daily operations and financial functions.

Castor Materials Inc is a well-established and rapidly growing construction firm based in Philadelphia. We specialize in both residential and commercial projects, delivering quality craftsmanship and exceptional customer service. As we continue to expand, we are looking to add an organized, reliable, and experienced Office Manager & Bookkeeper to our team to help support daily operations and financial functions.