Bookkeeper

• Record all invoices from CRM software or AIA documents into QuickBooks.
• Track accounts receivables, follow up with customers, and arrange to collect payment via electronic funds transfer, credit card, check, or in-person pickup.
• Manage the process of reaching out to customers and getting the right AP contact. Knowing the status of all receivables and maintaining a record of all communication with customers regarding collections.
• Customer data management. Maintain up-to-date records of customer information, including contact details, billing addresses, and credit terms.
• Assist customers with invoice questions or concerns.
• Send out monthly statements to customers.
• Record all payments received from customers, whether by cash, check, credit card, or electronic funds transfer. 
• Ensure that each payment is correctly applied to the corresponding invoice in QuickBooks and CRM software.
• Communication with the internal team regarding coordination of or concerns with customer payments.

• Review and enter all bills once received, ensuring proper categorization of expenses. This includes vendor invoices, subcontractor invoices, other expenses, etc.
• Review and verify the accuracy of invoices received, ensuring that they match the purchase orders and any related documentation.
• Review monthly vendor statements for credit accounts and reconcile them with the invoices received throughout the month.
• Vendor Management: Maintain vendor records and maintain open and professional communication with vendors regarding payment terms, contact information, payments, inquiries, and dispute resolution.
• Pay all bills when due or approved by management based on cash flow via online payments or by check.
• Enter and manage all recurring monthly bills and accounts enrolled in autopay.
• Keep track of all installment agreements, payment obligations, loans, etc., and manage a schedule of all payments.
• Review and record payroll reports weekly, allocate payroll monies, print payroll checks, and distribute them to employees.
• Review sales taxes, payroll taxes, and quarterly payroll reports and work with payroll service and accountant.
• Process employee expenses/reimbursements when necessary, ensuring that they are accurate, adequately documented, and in compliance with company policies before reimbursement.
• Manage subcontractor invoices. Understanding their contract amounts and any changes/credits/deducts. Pay only when approved.
• Scan and electronically file or upload all invoices and or documents.
• Username and Password management for all accounts.

• Keep track of employee transactions/receipts, ensuring each receipt is justified and allocated to the correct project and chart of account.
• Ensure all accounts in QuickBooks are up to date daily and reconciled by the 12th of every month.
• Monitor transactions, employee receipts, invoices, and bills for accuracy and always look for ways to reduce overhead.
• Reconcile invoices from CRM software and QuickBooks.
• Job Costing transactions to projects and manage job cost reports.

• Monitor and manage business bank accounts and cash flow daily while controlling money and balancing all accounts. Communicate bank balance daily to help with financial decisions.
• Cash flow forecasting and budgeting.

• Prepare, analyze, and interpret financial reports on a routine basis and properly set up each report. AR, AP, P&L, Balance Sheet, and Job Cost Reports.
• Manage all business credit and debit cards. Cancellations, issuing new cards, or issues with employee cards.
• Communication with the bank for any questions or issues.
• Monitoring the financials of each project. Contract Amount, Invoices, Change Orders, Outstanding amounts in the contract not yet billed, Job Costing.
• Utilize Company CRM software for customer and project information, invoice verification, and team communication.
• Coordinate and work with CPA to generate financial statements, reports, or any requests.
• Answering phones and assisting with administrative duties as they arise.

• Prior experience as a bookkeeper at a professional services company.
• An associate or bachelor’s degree in accounting.
• Certified QuickBooks Online ProAdvisor.
• Proficiency in computers, QuickBooks Online, shared file systems, and Microsoft Office.

• Detail-oriented with strong analytical skills.
• Strong communication, organizational, time management, problem-solving, and mathematical skills.
• High ethical standards.
• Continuous learning.
• Being a team player, having a strong work ethic, and being adaptable to changing financial needs within the company can contribute to success in this role.

Salary : $35 - $40