Bookkeeper / Office Administrator

Job Description

Job Description

We are seeking a highly organized and detail-oriented Bookkeeper / Office Administrator to manage our daily financial operations and administrative tasks. This role is ideal for a proactive individual with strong QuickBooks skills who can balance financial precision with the operational needs of a busy office. You will be responsible for receivables and payables, financial reporting, and supporting our production team through parts ordering and project tracking.

Key Responsibilities

Financial Management

• QuickBooks Management: Maintain accurate and up-to-date records of all financial transactions.

• Accounts Payable (AP): Process vendor invoices, verify receipts, and ensure timely payment of bills.

• Accounts Receivable (AR): Generate and send customer invoices, track payments, and perform collections follow-ups as needed.

• Financial Reporting: Prepare and review monthly Profit and Loss (P&L) statements and balance sheets for management review.

• Account Reconciliation: Perform monthly bank and credit card reconciliations to ensure accuracy.

Operations & Administration

• Parts Ordering: Research, source, and order parts/materials required for projects; track shipping and manage vendor relationships.

• Project Coordination: Support multiple ongoing projects by maintaining organized digital and physical files.

• Invoicing & Billing: Coordinate with the team to ensure project milestones are billed accurately and on schedule.

• Office Support: Handle general administrative tasks including answering phones, managing correspondence, and maintaining office supplies.

Qualifications & Requirements

• Software: Proficiency in QuickBooks (required) and Microsoft Office Suite (especially Excel).

• Accounting Knowledge: Foundational understanding of bookkeeping principles (billing, payables, receivables, and financial statements).

• Multitasking: Proven ability to handle multiple projects simultaneously in a fast-paced environment.

• Organizational Skills: Exceptional attention to detail and a high level of organizational discipline.

• Communication: Strong professional verbal and written communication skills.

• Education: High School Diploma required; Associate’s or Bachelor’s degree in Accounting or Business Administration preferred.

Core Competencies

• Reliability: High level of integrity when handling sensitive financial data.

• Adaptability: Ability to pivot between accounting tasks and administrative duties quickly.

• Problem-Solving: Proactive approach to resolving billing discrepancies or logistical issues in parts ordering.

Compensation & Benefits

• Competitive salary paid bi-weekly.

• Health benefits package per company standard.

• Company paid vacation and sick time

• Company-provided equipment, including phone and computer