Experienced Bookkeeper / Office Administrator

Job Description

Job Description

Experienced Bookkeeper / Office Administrator

Mesa Electronics, Inc. – Lombard, Illinois

Mesa Electronics, Inc. is seeking an experienced Bookkeeper / Office Administrator to manage the day-to-day bookkeeping, billing, and administrative functions of our office.

This is a hands-on position for someone who is comfortable taking ownership of the bookkeeping process — from customer invoicing and accounts receivable through vendor payments, account reconciliation, sales tax reporting, project billing, and year-end accounting support.

The ideal candidate is highly organized, detail-oriented, dependable, and experienced with QuickBooks Desktop . We are looking for someone who understands how the pieces of a company's accounting system fit together and can independently keep our books, billing, and office records accurate and up to date.

Position Details

• Full-time, in-person position
• Located at our Lombard, Illinois office
• Monday through Friday
• 7:30 AM – 4:00 PM
• Salary Range: $55,000–$65,000 per year
• Final compensation will be based on experience, qualifications, and applicable skills

Benefits

Mesa Electronics, Inc. offers eligible employees a benefits package that may include:

• Paid leave
• Paid holidays
• Medical insurance
• Dental insurance
• SIMPLE IRA retirement benefits

Specific benefit eligibility, coverage, employer contributions, and plan details will be discussed during the hiring and offer process.

Bookkeeping & Accounting Responsibilities

• Manage day-to-day bookkeeping using QuickBooks Desktop
• Create and send customer invoices
• Enter and maintain customer accounts receivable in QuickBooks
• Monitor outstanding receivables and assist with collection follow-up
• Process customer payments and accurately apply payments to invoices
• Manage accounts payable and enter vendor bills
• Prepare and issue vendor payments by check and ACH
• Maintain accurate vendor records and payment history
• Reconcile bank accounts monthly
• Reconcile company credit card accounts monthly
• Review accounts and transactions for errors, duplicates, discrepancies, or unusual activity
• Audit and maintain the accuracy of QuickBooks accounts
• Investigate and correct reconciliation and posting issues
• Prepare and file monthly sales tax reports
• Assist with month-end and year-end reconciliation and accounting procedures
• Work with outside accountants/CPA as needed for year-end reporting and tax preparation
• Maintain organized supporting documentation for financial transactions

Public Project & Contract Billing

While the majority of our work is not public-sector work, experience with public-project billing and related documentation is important for this position .

Responsibilities may include:

• Preparing AIA G702/G703 Applications for Payment
• Preparing and maintaining Schedules of Values
• Preparing Contractor Sworn Statements
• Preparing and obtaining partial and final lien waivers
• Assisting with prevailing-wage documentation
• Completing public-agency, municipality, school, college, and customer-specific billing forms
• Following project-specific invoicing requirements and submission procedures
• Working within customer and contractor electronic billing portals
• Maintaining supporting documentation required with payment applications
• Tracking submitted invoices and following up on outstanding or rejected payment applications
• Coordinating with project management and customers to resolve billing discrepancies

Office Administration & Bid Support

This position is also a true office-administration role and will assist with the administrative needs of the company as required.

Responsibilities include:

• Complete customer-required forms and administrative documentation
• Work within customer, contractor, manufacturer, distributor, and vendor portals
• Maintain customer and vendor registrations
• Assist with certificates, compliance documents, and other required paperwork
• Assist management with public bids, proposals, and bid documentation
• Gather and organize pricing, forms, certifications, acknowledgments, references, and other required bid information
• Assist with electronic bid submissions and customer procurement systems
• Assist with vendor and customer registration forms
• Maintain organized electronic and paper records for accounting, customers, vendors, bids, and projects
• Assist customers and vendors with billing, payment, and account questions
• Handle general office administrative responsibilities
• Provide administrative support to management and project staff as needed

Qualifications

• Prior professional bookkeeping experience required
• Strong QuickBooks Desktop experience required
• Strong knowledge of accounts payable and accounts receivable
• Experience with customer invoicing and payment processing
• Experience preparing checks and ACH vendor payments
• Experience reconciling bank and credit card accounts
• Experience with month-end and year-end reconciliation
• Experience preparing monthly sales tax reports
• Experience reviewing and auditing bookkeeping records for discrepancies
• Experience with AIA G702/G703 pay applications, schedules of values, contractor sworn statements, lien waivers, prevailing-wage documentation, and other public/project-specific billing paperwork strongly preferred
• Experience assisting with bids, proposals, procurement forms, or contract documentation is preferred
• Ability to read and follow detailed billing and bid requirements
• Proficiency with Microsoft Office, Excel, email, and general office software
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple responsibilities and deadlines
• Ability to independently research and resolve bookkeeping and administrative issues
• Professional communication skills when working with customers, vendors, employees, and management

What We Are Looking For

We are looking for more than someone who simply enters bills and invoices.

We need someone who can take ownership of the bookkeeping and office administration function , understand what is happening within the accounts, recognize when something does not look correct, and follow an issue through until it is resolved.

The right person should be comfortable following a transaction from beginning to end — from customer billing and payment receipt through reconciliation — while regularly reviewing QuickBooks to make sure the company's accounts remain accurate.

The role also requires someone who is comfortable handling project-specific billing requirements, AIA documentation, customer forms, online portals, bid support, and administrative procedures when those needs arise .

This position is ideal for an experienced bookkeeper and office administrator who enjoys being the person who knows where things stand, keeps records organized, catches discrepancies, follows through on paperwork, and helps keep the financial and administrative side of the company running smoothly.

Mesa Electronics, Inc. provides advanced systems solutions to private and public-sector clients. Mesa Electronics specializes in Audio/Video system design, installation, and service. Mesa is committed to providing exactly the service or technology our customers require, at the best cost and lowest risk. Looking to fulfill this position ASAP, on-site training will be provided.

Company Description

Mesa Electronics, Inc. provides advanced systems solutions to private and public-sector clients. Mesa Electronics specializes in Audio/Video system design, installation, and service. Mesa is committed to providing exactly the service or technology our customers require, at the best cost and lowest risk. Looking to fulfill this position ASAP, on-site training will be provided.