Full Charge Bookkeeper

ABOUT SHELBY CONSTRUCTION

Shelby Construction is a growing residential construction company based in Clearwater, FL. We've grown from $1M to nearly $8M in annual gross revenue over the past four years and are continuing to scale. We build custom residential projects across the Tampa Bay area and take pride in running a tight, process-driven operation.

We're looking for someone who wants to own the financial side of a growing construction company — not just process transactions, but think about what the numbers mean and help leadership make better decisions. This is a hands-on role where you'll be the only finance person in the company, working directly with the COO and ownership.

THE ROLE

This is not a traditional bookkeeping job. We have strong processes, systems, and templates already in place.

You'll manage all day-to-day financial operations (AP/AR, payroll, billing, sub payments) while also owning financial reporting, project cost tracking, cash flow forecasting, and budget analysis. You'll work in QuickBooks and BuilderTrend daily.

CORE RESPONSIBILITIES

Construction Purchasing & Subcontractor Management

- Sign up new subcontractors with all required documentation: workers' comp, general liability insurance, license, and signed master agreement

- Send sub contracts through BuilderTrend for signature, referencing the master agreement

- Maintain a tracker of all active sub insurance and WC expiration dates; proactively request renewals 30 days before expiration through BuilderTrend

- Track and input receipts for all purchases; follow up on missing receipts

- Create and get signed purchase orders; enter POs and change orders in BuilderTrend within 24 hours of approval

- Track subcontractor invoices, input into BuilderTrend, and generate bills when due

- Ensure lien releases are obtained before every sub payment — no exceptions

- Process back charges to subs per company procedure: notify the sub in writing of the charge, cost, and hours before deducting from payment; CC site super, COO, and ownership

Accounts Receivable

- Create customer profiles in QuickBooks and link to BuilderTrend

- Receive new sales orders and create deposit requests through BuilderTrend

- Create invoices to customers and actively follow up to collect payment

- Create purchase orders in BuilderTrend based on site super requests

- Create payment requests off purchase orders and bill clients

- Collect all monies owed to Shelby Construction — proactively chase overdue balances and escalate when needed

- Deliver a weekly collections/aging report every Monday: client name, amount, days outstanding, actions taken, next steps

Accounts Payable

- Ensure all supplier invoices and payment requests are accurately recorded in both BuilderTrend and QuickBooks

- Process employee travel and reimbursement

- Manage release of liens prior to paying subcontractors

- Categorize all credit card and bank account transactions in QuickBooks weekly

Financial Reporting & Analysis

- Keep QuickBooks updated and reconcile bank accounts regularly

- Provide information to CPA for tax preparation

- Produce a quarterly financial summary for the company in coordination with the COO and CPA

- Maintain general ledger accounting

- Maintain and enforce accounting policies and procedures

Project Cost Tracking & Job Costing

- Enter job budgets in BuilderTrend for every new project so POs track against budget

- Monitor budget vs. actual on all active jobs every two weeks; flag any job at 80%+ of budget with work remaining 

- Deliver a complete project cost report within 5 business days of every job close — including labor hours, materials, and subcontractor costs compared to budget, with profit margin and variance explanation

- Ensure accurate cost codes on every BuilderTrend entry — no miscategorized expenses

Cash Flow Forecasting

- Own and maintain the company's weekly revenue and profit forecasting spreadsheets (project-by-project, with contract values, weekly totals, start/completion dates)

- Update forecasting tools weekly with current project data: actual revenue collected, costs paid, revised completion dates, new projects

- Produce a monthly 30/60/90-day cash flow look-ahead: what's coming in, what's going out, and whether a cash gap is expected

Weekly Financial Planning

- Prepare and deliver the weekly Financial Planning (FP) report with analysis — not just numbers

- Rank proposed bills by urgency with explanation; recommend payment prioritization when cash is tight

- Break down recurring charges (subscriptions, advertising, etc.) with detail — identify unused or underperforming expenses

- Deliver a one-page monthly Financial Health Summary to leadership: revenue vs. expected, cash position, AR aging, AP obligations, and flags

Initiative & Ownership

- Proactively identify cost savings, billing errors, unused subscriptions, vendor issues, and unbilled work — don't wait to be told

- Come to meetings prepared with specific numbers and context, not surface-level answers

- When reporting financials, include a recommendation — don't just present the situation for someone else to solve

QUALIFICATIONS

Required:

- 3+ years of experience in a finance, accounting, or bookkeeping role — construction industry experience strongly preferred

- Proficiency in QuickBooks (daily use)

- Experience with construction project management software (BuilderTrend preferred, or willingness to learn quickly)

- Strong Excel/spreadsheet skills — you'll be maintaining forecasting models, not just data entry

- Understanding of AP/AR, payroll processing, bank reconciliations, and general ledger accounting

- Ability to work independently with minimal supervision — this is a solo finance role

- Strong written and verbal communication — you'll be reporting directly to the COO and ownership

Preferred:

- Experience with construction job costing, lien releases, AIA billing, or progress billing

- Experience with cash flow forecasting or financial modeling

- Familiarity with Florida construction lien law

- Bachelor's degree in accounting, finance, or business administration

- CPA, CMA, or CCIFP certification (or working toward one

WHAT WE OFFER

- Salary: $60,000 – $65,000 depending on experience and room to grow 

- 401(k) with 4% company match

- Flexible PTO — no cap, approved by your manager

- All federal holidays off + Black Friday, Christmas Eve, New Year's Eve

- Direct line to leadership at a fast-growing company — your impact is visible and valued

WHO WOULD BE A GOOD FIT

You're not just looking for a job entering numbers into software. You want to own something. You see a problem and you fix it before someone asks you to. You look at a spreadsheet and you don't just see data — you see a story about where the money went and what should happen next.

You're organized, reliable, and detail-oriented — but you also think ahead. You'd rather send your boss a recommendation than wait to be asked. You take pride in keeping the books tight and the cash flowing.

You want to grow with a company, not just work at one. Shelby Construction is scaling, and we need someone in this seat who can scale with us.