Bookkeeper

Job Description

Bookkeeper

Position Summary

The Bookkeeper is responsible for supporting the company's financial operations through the management of accounts receivable, bank reconciliations, financial reporting, and job administration. This role serves as a key liaison between operations, project managers, customers, vendors, and corporate accounting to ensure timely billing, accurate financial records, and efficient job closeout.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining accuracy in a fast-paced restoration environment.

Essential Duties & Responsibilities

Accounts Receivable (AR)

• Prepare, review, and issue customer invoices for Mitigation, Asbestos, Structural Cleaning, and Contents projects.
• Process change orders, insurance supplements, and invoice revisions as needed.
• Submit invoices to insurance adjusters for Additional Living Expense (ALE) reimbursements.
• Record and apply customer payments received via check, cash, ACH, credit card, and other approved payment methods.
• Monitor customer accounts to ensure timely payment.
• Assist with collections by communicating with customers regarding outstanding balances and providing invoices, payment links, and account statements.
• Maintain accurate customer account records and resolve billing discrepancies promptly.

Accounts Payable (AP)

• Help AP enter vendor invoices accurately into the accounting system.
• Process vendor payments through checks, ACH transfers, company credit cards, and other approved payment methods.
• Respond professionally to vendor inquiries regarding payment status and account questions.
• Verify subcontractor invoices have received proper approvals prior to payment.
• Ensure subcontractor bills are entered into both Sage and BMO weekly.
• Maintain organized and complete accounts payable documentation and filing systems.

Bank & Credit Card Reconciliation

• Reconcile company bank accounts by matching transactions with accounting records.
• Reconcile company credit card accounts on a regular basis.
• Follow up with employees to obtain missing receipts and supporting documentation.
• Accurately classify and code expenses according to company accounting procedures.
• Investigate and resolve discrepancies in a timely manner.

Financial Reporting & Bookkeeping

• Prepare financial reports for managers and leadership.
• Maintain accurate bookkeeping records and financial documentation.
• Assist with month-end close procedures.
• Support corporate accounting with requests for financial documentation and reporting.
• Ensure financial data is complete, accurate, and properly recorded.

Job Costing & CRM Administration

• Close completed jobs within the company's CRM system.
• Verify all billing information has been completed before job closure.
• Assist in tracking employee commissions and referral payments.
• Answer questions regarding OCS and job financial information from internal staff, customers, and marketing personnel.
• Maintain accurate financial records related to completed projects.

Corporate & Internal Communication

• Serve as the primary liaison between the local office and corporate accounting.
• Communicate financial issues, documentation requests, and accounting updates promptly.
• Collaborate with operations staff, project managers, estimators, and office personnel to resolve billing discrepancies.
• Support continuous improvement of accounting and administrative processes.

Qualifications

Education

• High school diploma or equivalent required.
• Bookkeeping Certificate preferred

Experience

• Minimum of 5 years of bookkeeping experience
• Experience with accounts payable, accounts receivable, and bank reconciliations required.
• Experience in the restoration, construction, or service industry is preferred.
• Experience with Sage Intact accounting software is required

Knowledge, Skills & Abilities

• Strong understanding of basic accounting and bookkeeping principles.
• Excellent attention to detail and organizational skills.
• Ability to prioritize multiple projects while meeting deadlines.
• Strong mathematical and analytical abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to maintain confidentiality of financial information.
• Strong customer service and problem-solving skills.
• Ability to work independently while collaborating effectively with multiple departments.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of office equipment including computers, printers, and telephones.
• Occasionally lift or move items up to 20 pounds.

Work Environment

This position is primarily performed in a professional office environment. The employee will regularly interact with customers, vendors, project managers, field personnel, and corporate accounting staff. The role requires the ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

Success in This Role

A successful bookkeeper consistently demonstrates:

• Accuracy and attention to detail.
• Strong organizational and time management skills.
• Professional communication with customers, vendors, and coworkers.
• Accountability and reliability.
• Ability to solve problems independently.
• Commitment to maintaining accurate financial records and supporting efficient business operations.
• A collaborative attitude and willingness to assist other departments when needed.