FULL CHARGE BOOKKEEPER / OFFICE MANAGER

Job Description

Job Description

FULL CHARGE BOOKKEEPER / OFFICE MANAGER

JOB DESCRIPTION

The Holder Group, located in Parsippany, New Jersey, is growing, and we are looking to add an experienced Full Charge Bookkeeper / Office Manager to our staff. This role is essential to the day-to-day operation of our company, which operates with a team of approximately 8 employees.

The successful candidate will be responsible for maintaining the company’s day-to-day financial records, overseeing incoming and outgoing payments, processing and preparing invoices and statements, and managing a variety of important office administration functions. The position requires a highly organized, detail-oriented and dependable individual who can independently manage multiple responsibilities while maintaining company policies and procedures.

Personable and professional conduct is essential for this position. The successful candidate will be goal- and project-oriented, possess strong problem-solving skills, and demonstrate the ability to work independently while communicating effectively with company leadership and employees.

We will provide comprehensive training for the Full Charge Bookkeeper responsibilities. Our company utilizes a construction-focused project management and accounting system, and the successful candidate will receive instruction from two experienced team members.

This position features a hybrid work arrangement, with three days spent in the office and two days working remotely from a home office.

RESPONSIBILITIES

Full Charge Bookkeeper – 80%

• Accounts Receivable: Prepare invoices/requisitions, lien waivers, invoice journal reconciliations and monthly statements; request and follow up on ST-8 forms; obtain project Certificates of Insurance.
• Accounts Payable: Process vendor invoices, calculate general conditions costs, produce payable reports, prepare documentation for ACH payments, research vendor statements, monitor subcontractor insurance and obtain lien waivers.
• Project Cost Accounting: Maintain project costing, budget reports and project close-out reconciliations; process owner and subcontractor change orders; issue purchase orders and invoice rejection notices; track and calculate change order profitability.
• General Ledger: Reconcile the general ledger, post journal entries and complete monthly bank reconciliations.
• Month-End Close Activities: Independently manage and execute all month-end close activities, including journal entries, account reconciliations and financial statement preparation.
• Corporate Credit Card: Review and reconcile the monthly corporate AMEX statement.
• Payroll Administration: Collect and review employee timesheets and track job-related labor for payroll and project costing.
• External Accounting Coordination: Interface with the company’s external accountant and provide requested financial information and documentation.
• Miscellaneous Accounting: Perform additional accounting and financial duties as required.

Office Administration – 20%

• Employee Healthcare Benefits: Manage the annual renewal process for employee healthcare insurance, including obtaining renewal information, coordinating with insurance representatives and assisting employees with benefit-related questions and documentation.
• Insurance Administration: Coordinate annual renewals and ongoing administration of the company’s Commercial General Liability and Umbrella insurance policies, including gathering information, communicating with insurance brokers and maintaining required documentation.
• New Hire Onboarding: Coordinate administrative onboarding for new employees, including preparation and collection of tax forms, employment documentation, government-required forms and other new hire paperwork.
• Employee Records: Maintain organized and up-to-date employee records, including required forms, insurance documentation and other personnel-related records.
• Office Supplies and Equipment: Monitor office supply inventory and place orders as needed to ensure the office is properly stocked and operational.
• Vendor Coordination: Communicate with office vendors and service providers as needed and assist with coordinating routine office services.
• Office Administration: Assist with the day-to-day administration and organization of the office, including maintaining records, coordinating company documents and supporting company leadership with administrative needs.
• Company Compliance: Assist with maintaining required company licenses, registrations, insurance certificates and other corporate documentation.
• Miscellaneous Administrative Tasks: Perform other administrative and office management responsibilities as required.

MINIMUM REQUIREMENTS

• Bachelor’s Degree preferred but not required.
• Construction industry experience preferred but not required.
• Minimum 5 years of accounting or related experience.
• Office management or administrative experience preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel and Outlook.
• Strong organizational and administrative skills.
• Effective problem-solving skills and the ability to address complex issues independently.
• Strong analytical, time management and multi-tasking skills.
• Strong interpersonal, written and verbal communication skills.
• High level of accuracy and attention to detail.
• Self-starter who demonstrates a positive attitude, professionalism and integrity in all business relationships.
• Ability to maintain confidential employee, financial and company information.
• Experience with a construction-oriented accounting package preferred; training will be provided.

BENEFITS

·         Competitive base salary plus performance-based bonus structure.

·         Hybrid work schedule with flexibility for client meetings and networking events.

·         100% employer-paid health insurance

·         Additional benefits include 401(k), dental, and vision insurance.

·         Paid time off and flexible work hours.

·         Professional development opportunities, continuing education, and memberships in industry organizations.

IN-OFFICE BENEFITS

·         Modern coworking office space with a comfortable, welcoming lobby and a variety of workstations.

·         Cafeteria – Convenient access to fresh meals and snacks without leaving the office.

·         Gym – Promotes wellness and work‐life balance with on‐site fitness options.

·         Ample Parking – Hassle‐free commuting with plenty of available spaces for employees and visitors.

COMPENSATION

• Compensation is in the $75,000 to $90,000 range , commensurate with experience.

ABOUT THE HOLDER GROUP
The Holder Group is a commercial general contracting and construction management firm established in 1986. Our core expertise lies in interior fit-up projects across a wide range of sectors, including industrial, manufacturing, healthcare, corporate office, and retail environments. While our primary service areas span northern, central, and western New Jersey, our portfolio also includes successful projects in Massachusetts, Georgia, Pennsylvania, and New York State.

In addition to our fit-up specialization, we deliver comprehensive exterior services such as building façade renovations, roof repair and replacement, parking lot restoration including mill and pave operations, general site improvements, and landscaping.

Company Description

ABOUT THE HOLDER GROUP\nThe Holder Group is a commercial general contracting and construction management firm established in 1986. Our core expertise lies in interior fit-up projects across a wide range of sectors, including industrial, manufacturing, healthcare, corporate office, and retail environments. While our primary service areas span northern, central, and western New Jersey, our portfolio also includes successful projects in Massachusetts, Georgia, Pennsylvania, and New York State.\n\nIn addition to our fit-up specialization, we deliver comprehensive exterior services such as building façade renovations, roof repair and replacement, parking lot restoration including mill and pave operations, general site improvements, and landscaping.