Bookkeeper Office Manager

Bookkeeper / Office Manager (Part-Time, ~20 hrs/week)

Elevation Builders NY LLC, Rochester, NY

Accounts Receivable & Invoicing

• Prepare and submit progress billings and pay applications (AIA G702/G703 or owner-specific formats), including schedule of values updates and change order billing.
• Track retainage held and billed, and follow up on retainage release at project closeout.
• Monitor aging reports and follow up on past-due owner payments.
• Collect and track lien waivers required by owners and lenders with each draw.

Accounts Payable

• Receive, code, and enter vendor and subcontractor invoices against the correct job and cost code.
• Verify sub pay applications against contract value, approved change orders, and percent complete before routing for approval.
• Process payments on schedule and collect conditional and unconditional lien waivers from subs and suppliers.
• Hold payment to any sub with expired insurance or missing paperwork.

Subcontractor Compliance & Insurance

• Collect and maintain certificates of insurance (GL, auto, umbrella, workers' comp, NY disability/DBL) for all subs before they mobilize.
• Confirm Elevation is named as additional insured where required and endorsements match contract terms.
• Track expiration dates and request renewals ahead of lapse.
• Maintain W-9s and issue 1099s at year end.

Contract Administration

• Prepare subcontract agreements and owner contracts from company templates, route for signature, and maintain executed copies.
• Track change orders on both the owner and sub side so billing and payables stay aligned.
• Maintain contract files, scope documents, and correspondence by project.

General Bookkeeping & Office

• Reconcile bank and credit card accounts monthly.
• Maintain job cost records and produce basic reports (WIP, job cost vs. budget, AR/AP aging) for ownership.
• Coordinate with outside CPA on payroll, sales tax, quarterly filings, and year-end.
• Handle office administration: mail, filing, vendor setup, and phone/email coverage as needed.

Qualifications

• 2+ years of bookkeeping experience, construction industry strongly preferred.
• Working knowledge of QuickBooks (or your accounting software) and job costing.
• Familiarity with AIA billing, retainage, lien waivers, and COI tracking.
• Organized, detail-oriented, and comfortable working independently.