Bookkeeper/Office Manager

*Job Summary*

Bookkeeper / Assistant / Office Manager – Back Office & Expense Management

Job Summary:

We are seeking a highly organized and detail-oriented Bookkeeper / Assistant / Office Manager to join our team. This role is essential in managing our day-to-day accounting, back-office operations, and business compliance. The ideal candidate will be responsible for AIA billing, Procore financial tracking, expense management, and travel coordination. They will ensure that all financial transactions are accurately recorded while keeping track of business deadlines, licenses, and operational expenses.

Responsibilities:

• Maintain accurate financial records and ensure transactions are properly recorded.

• Manage accounts payable and accounts receivable, ensuring timely and accurate processing.

• Oversee AIA billing and ensure compliance with construction-related invoicing processes.

• Perform general ledger reconciliation and prepare financial reports.

• Track and manage all business deadlines, licenses, and compliance requirements to ensure timely renewals and filings.

• Utilize QuickBooks for bookkeeping and financial tracking.

• Manage and reconcile employee and subcontractor expenses, including reimbursements and job-related costs.

• Handle expense tracking for all employees and subcontractors, ensuring proper documentation and approvals.

• Coordinate travel arrangements, including booking and tracking:

• Flights, hotels, Airbnbs, rental cars, and per diems for employees and subcontractors.

• Maintain Procore financial records and ensure accurate documentation of project expenses.

• Support back-office operations, including document management, contract tracking, and administrative support.

• Assist with budgeting, forecasting, and financial reporting to support company decision-making.

• Collaborate with the accounting and operations team to ensure smooth financial and administrative processes.

Requirements:

• Proficiency in AIA billing and construction-related invoicing.

• Experience with Procore for financial and project management tracking.

• Strong understanding of general ledger accounting, financial report writing, and expense management.

• Knowledge of accounts payable, accounts receivable, and budgeting processes.

• Proficiency in QuickBooks for bookkeeping and financial tracking.

• Experience managing travel bookings and tracking employee and subcontractor travel expenses.

• Ability to track and manage business deadlines, licenses, and compliance requirements effectively.

• Excellent organizational and multitasking skills, with a high level of attention to detail.

• Strong communication and problem-solving abilities.

• Prior experience in bookkeeping, accounting, or office administration (preferred).

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Bookkeeping: 1 year (Preferred)

Work Location: Hybrid remote in Morris Plains, NJ 07950

Salary : $20 - $25