Office Manager / Bookkeeper

OFFICE MANAGER / BOOKKEEPER

Commercial Landscaping & Irrigation Installation

Full-Time | Hybrid (25% In-Office / 75% Remote) | Cheyenne, WY

ABOUT THE POSITION

We are a commercial landscaping and irrigation installation company seeking an experienced Office Manager / Bookkeeper to join our team. This is a hybrid position with company-supplied equipment including computer, desk, printer, scanner, and necessary peripherals. The bookkeeping and financial management functions are the core focus of this role. We offer a competitive wage and a strong benefits package to the right candidate.

BOOKKEEPING & FINANCIAL MANAGEMENT (Core Focus)

- Manage all day-to-day bookkeeping using QuickBooks Online, including accounts payable, accounts receivable, and general ledger maintenance

- Process and reconcile bank and credit card statements on a monthly basis

- Track job costs per project, including labor, materials, equipment, and subcontractor expenses

- Prepare and send client invoices; follow up on outstanding balances and manage collections

- Process vendor bills and coordinate timely payments

- Prepare monthly, quarterly, and annual financial reports for ownership review

- Support year-end close and coordinate with external CPA/accountant for tax preparation

- Maintain accurate records for sales tax reporting and compliance

- Track and reconcile retainage on commercial contracts where applicable

- Monitor cash flow and flag concerns to ownership proactively

PAYROLL & HR ADMINISTRATION

- Process bi-weekly payroll accurately and on time using QuickBooks Online Payroll

- Maintain employee records, including new hire paperwork, I-9s, and benefits enrollment

- Track PTO, sick leave, and overtime

- Assist with the hiring process, including posting job openings, screening applicants, coordinating interviews, and managing offer letters and onboarding documentation

- Assist with offboarding of field and office staff

- Ensure compliance with applicable labor laws and reporting requirements

OFFICE ADMINISTRATION

- Serve as the primary point of contact for incoming calls and emails

- Manage office supply inventory and vendor relationships

- Maintain organized digital and physical filing systems for contracts, permits, insurance certificates, and project documentation

- Coordinate with project managers and field crews on scheduling, work orders, and job documentation

- Assist in tracking licenses, insurance renewals, and bonding requirements for the business

CONTRACT & PROJECT SUPPORT

- Assist with reviewing and organizing subcontractor agreements and client contracts

- Track project milestones and billing schedules for ongoing commercial jobs

- Coordinate lien waivers and other documentation required on commercial projects

- Support the estimating team with administrative tasks related to bids and proposals

REQUIRED SOFTWARE PROFICIENCY

The following are required -- candidates must have demonstrated experience with each:

- QuickBooks Online (required -- bookkeeping experience in QBO is a must)

- Microsoft Office Suite (Outlook, Word, Excel, Teams)

- Adobe Acrobat (PDF editing, form filling, document management)

- AI Productivity Tools (ChatGPT, Claude, or similar)

PREFERRED / BONUS EXPERIENCE

- JobTread (project management and job costing)

- Monday.com (workflow and task management)

- Experience in construction, landscaping, irrigation, or a related trade industry

COMPENSATION

- $26.00 - $32.00 per hour depending on experience

BENEFITS

- Health insurance

- Dental insurance

- Vision insurance

- Life insurance

- 401(k) with 3% company match

- Health savings account (HSA)

- Gym membership

- Paid time off

- Paid sick time

- Opportunities for advancement

COMPANY PROVIDED

- Computer, desk, printer, scanner, and necessary peripherals for remote work

POSITION DETAILS

- Employment Type: Full-Time

- Work Schedule: Hybrid -- 25% in-office / 75% remote

- Remote work requires a reliable internet connection and a dedicated, professional workspace

BACKGROUND CHECK

- All final candidates will be required to successfully complete a pre-employment background check including criminal history and employment verification. This position involves access to sensitive financial, payroll, and employee information.

HOW TO APPLY

Please submit your resume along with a brief summary of your QuickBooks Online experience and any relevant industry background in construction. We will review all applications and reach out directly to qualified candidates. Due to application volume, we are unable to respond to individual inquiries.

Pay: $26.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Cheyenne, WY 82009