Bookkeeper & Administrative Coordinator

Position Overview:
We are a Newton, Massachusetts–based general contracting company seeking a detail-oriented and experienced Part-Time Construction Bookkeeper & Administrative Coordinator to support our growing business. This role combines bookkeeping, accounting, and administrative responsibilities with a strong focus on organization, compliance, and financial reporting within the construction industry.

The ideal candidate has hands-on experience with QuickBooks Online and QuickBooks Payroll, understands construction accounting practices, and is highly organized. This position plays a key role in maintaining accurate financial records, managing subcontractor documentation (including COIs), tracking weekly budgets, and ensuring the company adheres to Massachusetts and local construction regulations.

Key Responsibilities:

• Manage day-to-day bookkeeping using QuickBooks Online
• Process payroll through QuickBooks Payroll in compliance with Massachusetts requirements
• Handle accounts payable and receivable, including invoice processing, submission, and collections
• Review, process, and track requisitions (payment applications) and invoices
• Perform bank and credit card reconciliations
• Track weekly budgets, expenses, and cash flow
• Prepare weekly and monthly business summaries and financial reports
• Collect, verify, and maintain Certificates of Insurance (COIs) for subcontractors and vendors
• Ensure subcontractor compliance with insurance and regulatory requirements
• Assist with job costing, progress billing, and project-based financial tracking
• Maintain organized financial and compliance documentation systems
• Support adherence to Massachusetts construction regulations, licensing, and reporting requirements
• Provide general administrative and operational support

Qualifications:

• Experience in bookkeeping/accounting, preferably in the construction industry
• Proficiency in QuickBooks Online and QuickBooks Payroll (required)
• Strong understanding of requisitions (AIA billing/payment applications) and invoice processing
• Knowledge of construction accounting (job costing, retainage, etc.)
• Experience handling COIs and subcontractor documentation
• Strong organizational and time-management skills
• Ability to produce clear financial summaries and reports
• Proficient in Microsoft Office (especially Excel)

Schedule & Compensation:

• Part-time role with flexible hours
• Competitive hourly rate based on experience

How to Apply:
Please submit your resume along with a brief summary of your relevant experience.

Pay: $25.00 - $35.00 per hour

Application Question(s):

• Have you ever worked as a bookkeeper in the Construction Industry? if so, how long?
• Have you ever used Buildertrend as a Software?

Experience:

• Quickbooks Online: 5 years (Required)
• Bookkeeping: 5 years (Required)

Location:

• Newton, MA 02460 (Preferred)

Work Location: Hybrid remote in Newton, MA 02460