Bookkeeper + Administrative Assistant

Job Summary
We are seeking a highly organized and detail-oriented Office Manager / Bookkeeper to support the daily administrative and financial operations of our construction company. The ideal candidate will be responsible for managing invoices, payroll, accounts payable and receivable, project documentation, and general office administration. This role plays a key part in ensuring projects run smoothly by maintaining accurate financial records and supporting communication between clients, vendors, subcontractors, and company staff.

Responsibilities

• Financial & Accounting Duties
• Prepare and send customer invoices in a timely manner.

Payroll Administration

• Process weekly and bi-weekly payroll for employees.
• Maintain employee time records and payroll documentation.
• Ensure payroll is completed accurately and on schedule.
• Assist with payroll tax documentation and reporting.

Administrative Duties

• Answer phone calls, emails, and customer inquiries.
• Schedule appointments, meetings, and project-related activities.
• Organize and maintain physical and digital filing systems.
• Prepare contracts, proposals, and project documents.
• Maintain office supplies and equipment inventory.

Construction Project Support

• Track project paperwork, permits, and compliance documents.
• Maintain subcontractor files, insurance certificates, and W-9 forms.
• Assist with project scheduling and document management.
• Coordinate communication between clients, subcontractors, and project managers.
• Support management with project-related administrative tasks.
• Track accounts receivable and follow up on outstanding payments.
• Process vendor invoices and manage accounts payable.
• Maintain accurate financial records and expense reports.
• Reconcile bank statements and credit card transactions.
• Assist with monthly financial reporting and budgeting.

Requirements

• Education & Experience
• High school diploma or equivalent required.

Skills & Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with accounting software such as QuickBooks.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality with financial and employee information.
• Strong attention to detail and accuracy.
• Ability to work independently and manage multiple tasks simultaneously.

Preferred Qualifications

• Knowledge of construction contracts, permits, and project documentation.
• Familiarity with payroll processing and bookkeeping practices.
• Bilingual (English/Spanish) preferred but not required.
• Associate's degree in Business Administration, Accounting, or related field preferred.
• 2+ years of administrative, bookkeeping, or office management experience preferred.
• Experience in the construction industry is a plus.

Join us to be part of an energetic team dedicated to excellence! This role offers an engaging environment where your organizational talents and financial expertise will make a meaningful impact every day.

Pay: $20.00 - $25.00 per hour

Work Location: Hybrid remote in Queens Village, NY 11429