Bookkeeper/Administrative Assistant

Bookkeeper / Office Financial Administrator

CertaPro Painters of Des Moines

Position Overview

The Bookkeeper / Office Financial Administrator is responsible for:

• Maintaining accurate financial records
• Supporting job costing and gross margin tracking
• Invoicing customers
• Managing accounts receivable and accounts payable
• Reconciling vendor and supplier invoices
• Supporting payroll and expense reporting
• Preparing financial reports for leadership

This role supports the business by keeping QuickBooks, CertaOne / CRM, job jackets, customer invoices, vendor records, and financial information accurate, organized, and up to date.

This position reports to the Franchise Owner / General Manager and works closely with sales, production, office staff, vendors, subcontractors, customers, and outside accounting professionals.

Key ResponsibilitiesBookkeeping and Financial Records

• Maintain accurate and current records in QuickBooks
• Enter and maintain the Annual Financial Plan
• Record transactions, payments, expenses, invoices, receipts, and supporting documentation
• Maintain organized financial files and records
• Support outside accounting and tax professionals as needed

Job Costing and Gross Margin

• Cost completed jobs accurately and on time
• Review job jackets, change orders, supplier invoices, subcontractor payments, labor information, and material costs
• Track job profitability and gross margin
• Identify missing information, cost discrepancies, or margin concerns
• Prepare job-costing and gross margin reports for leadership

Accounts Receivable and Customer Invoicing

• Prepare and send customer invoices
• Record customer payments
• Monitor accounts receivable and past-due balances
• Follow up on outstanding balances professionally
• Coordinate with sales, production, and leadership on billing questions or customer payment issues

Accounts Payable and Vendor Reconciliation

• Process vendor, supplier, subcontractor, and company invoices
• Reconcile supplier and vendor statements
• Verify invoices against job records, purchases, approvals, and expected costs
• Prepare payments for review and approval
• Maintain vendor records, W-9s, insurance documents, and related files

Payroll and Expense Support

• Process or support payroll as assigned
• Collect and verify hours, commissions, reimbursements, and payroll-related documentation
• Reconcile employee expense reports
• Maintain payroll and employee financial records confidentially

CRM, Job Jacket, and Reporting Accuracy

• Maintain accurate financial-related information in CertaOne / CRM
• Reconcile job jackets with CRM records, invoices, payments, change forms, and job-cost information
• Prepare weekly and monthly financial reports
• Flag financial issues, discrepancies, and missing information early

Required Skills

• Strong bookkeeping and financial recordkeeping skills
• QuickBooks experience required
• Ability to manage accounts receivable, accounts payable, invoicing, payroll support, and reconciliations
• Ability to understand job costing, gross margin, labor costs, material costs, and vendor invoices
• Strong organization, accuracy, attention to detail, and follow-through
• Clear and professional communication with customers, vendors, subcontractors, employees, and leadership
• Ability to protect confidential financial, employee, customer, and company information
• Comfort using CRM systems, spreadsheets, email, Microsoft Office, Google Workspace, and reporting tools

Education and Experience

• High school diploma or equivalent required
• Associate’s degree in accounting, bookkeeping, business administration, finance, or related field preferred
• Bookkeeping, accounting support, payroll support, construction administration, franchise operations, or small business financial experience preferred
• QuickBooks and spreadsheet experience strongly preferred

Success Measures

Success in this role will be measured by:

• Accurate and current QuickBooks records
• Timely customer invoicing
• Accurate job costing and gross margin tracking
• Clean accounts receivable follow-up
• Timely vendor invoice reconciliation
• Accurate payroll and expense support
• Organized financial files and documentation
• Reduced billing, costing, and reconciliation errors
• Useful financial reports for leadership

Equal Opportunity Statement

CertaPro Painters of Des Moines is an equal opportunity employer.

Pay: $55,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person