Full Charge Bookkeeper

Full-Charge Bookkeeper

Company: Westates Mechanical

Location: Onsite- 2566 Barrington Ct, Hayward, CA 94545

Reports To: Owner

Type: Full-Time, In-Person

Compensation: $95,000 to $120,000

About Us

Westates Mechanical Corporation is a union contractor based in Hayward, CA, specializing in fire protection throughout the Bay Area. With expertise in both new construction and renovation, we’re recognized for delivering dependable, high-quality installations on time. Our success comes from our skilled team, and we invest in ongoing training to help employees stay current with industry standards and grow in their careers. At Westates, we take pride in building lasting partnerships and providing maximum value on every project. If you’re looking to join a reputable company where you can grow your skills and contribute to meaningful projects, we’d love for you to apply.

About the Role

Westates Mechanical is seeking a Full-Charge Bookkeeper to serve as the financial and administrative backbone of the business. This is a highly trusted, hands-on role responsible for owning the full accounting cycle, supporting construction-specific billing and compliance, and gradually assuming full payroll ownership.

This role is ideal for someone who thrives in a small, focused construction office, takes ownership with limited oversight, and confidently manages complex, detail-heavy accounting processes while partnering closely with ownership, project managers, and external advisors.

Key Responsibilities

Accounting & Full-Charge Bookkeeping

• Own the full accounting cycle, including general ledger maintenance, journal entries, accruals, reconciliations, and month-end close
• Prepare and maintain monthly cash flow projections, AR projections, and financial tracking schedules
• Record and reconcile bank accounts, credit cards, and balance sheet accounts
• Prepare recurring and adjusting journal entries, including WIP, prepaid expenses, lease amortization, and P&L adjustments
• Support quarterly and annual accounting requirements, including preparation of required filings (e.g., 1099s, gross receipts reporting, property tax filings, and other regulatory documentation)
• Ensure books are accurate, compliant, and audit-ready, escalating complex accounting questions to leadership or external advisors when required.

Accounts Payable (Oversight & Accounting Ownership)

• Work closely with remote AP/AR support to ensure vendor invoices, credit cards, and payments are accurately recorded, coded, and allocated to the correct jobs and accounts
• Review and reconcile vendor statements, AP aging, and payment activity
• Prepare and process vendor payments as needed and provide coverage when required
• Oversee and manage conditional and unconditional vendor lien waivers, ensuring compliance with project and contract requirements
• Ensure AP activity is properly reflected in accruals, reconciliations, and month-end close

Accounts Receivable & Construction Billing (Oversight & Reconciliation)

• Partner with remote AP/AR support to ensure customer invoices, pay applications, and deposits are accurate, timely, and correctly recorded
• Own the reconciliation of AR activity across accounting systems, projection logs, and customer-required billing platforms, ensuring billing activity is accurately reflected in the accounting system
• Review job cost reports, WIP, SOVs, and AR projections for accuracy and completeness
• Maintain oversight of invoice logs, collections tracking, and billing schedules
• Ensure conditional and unconditional customer lien waivers are prepared, submitted, and filed in accordance with contract requirements

Payroll & Union Compliance (Gradual Transition)

• Initially support weekly payroll processing, including timecard entry, payroll reconciliation, and coordination with payroll systems, with hands-on training and knowledge transfer
• Maintain payroll records and support payroll-related audits (e.g., workers’ compensation, union, or insurance audits)
• Prepare and submit certified payroll reports and union fringe benefit transmittals, with oversight and guidance as needed
• Maintain employee payroll classifications, union rates, and deductions in payroll systems
• Over time, transition into full ownership of payroll processing, reporting, and reconciliation as the role ramps up

Contract & Project Administration (Accounting-Focused)

• Maintain accurate tracking of active projects, including billing status, retention, and key contract and compliance details, in coordination with project managers and administrative support
• Track contract status, preliminary notices, compliance documentation, and required filings throughout the life of each project
• Coordinate project setup and closeout in accounting and project management systems
• Support project managers with documentation tied to billing, compliance, and financial reporting

Administrative & Office Support

• Organize and maintain accounting, project, and compliance documentation (digital and physical)
• Handle incoming and outgoing mail related to accounting, billing, and contracts
• Support general office coordination tasks tied to financial and administrative operations
• Develop and document procedures related to accounting, billing, payroll, and administrative workflows

HR & Benefits Administration (Accounting-Related)

• Support onboarding, offboarding, and employee record maintenance as they relate to payroll, benefits, and accounting systems.
• Coordinate benefit enrollment and changes (medical, dental, HSA, retirement, disability, life insurance) in partnership with providers and payroll systems.
• Serve as an administrative point of contact for basic payroll and benefits questions, escalating non-administrative HR matters as appropriate.

Must-Have Qualifications

• 5+ years of proven full-charge bookkeeping experience with ownership of the full accounting cycle
• Strong understanding of accrual accounting, reconciliations, and construction-related financial workflows
• Experience working with detailed, high-volume financial data
• High level of independence, judgment, and ability to prioritize competing deadlines
• Strong organizational skills and exceptional attention to detail
• Advanced Excel skills and comfort working in accounting and business systems

Nice-to-Have Qualifications

• Construction industry experience, particularly in a union environment
• Familiarity with certified payroll, union fringes, lien waivers, and construction billing
• Experience with construction accounting or ERP systems (e.g., ProContractor by Viewpoint)
• Prior experience supporting accounting, payroll, and administrative functions in a small or mid-sized company
• Experience working directly with an owner or executive team

Benefits

• Medical
• Dental
• LTD & Life
• 401(k) with matching