Assistant Bookkeeper

Job Description

Job Description

Conkling & Lewis Construction is seeking a detail-oriented, highly organized Assistant Bookkeeper to support our accounting and project management operations across two related companies operating under one roof. This role is responsible for maintaining accurate financial records, managing accounts payable and receivable, performing reconciliations, tracking job costs, and coordinating closely with project management and our CPA firm.

You will play a key role in ensuring proper entity separation, accurate job costing, and timely financial reporting, while also helping project managers with front-of-house administrative and documentation needs.

Key Responsibilities

Accounts Payable & Receivable

• Manage full-cycle accounts payable and accounts receivable, including:
• • Check preparation and processing deposits
  • Detailed data entry into QuickBooks
• Verify every invoice against prior payments to prevent duplicate payments.
• Pay from original invoices only (not from statements, reminders, email copies, or verbal requests).
• Track vendor balances (which may span multiple years) and confirm that open items are legitimate.
• Route subcontractor billings to the correct entity (Conkling & Lewis or ADay) and ensure subs bill the appropriate company.
• Verify labor hours, credits, changes, and other details on invoices before payment.
• Stamp invoices “PAID” and document who approved them.

Vendor Administration

• Collect and maintain current W-9s for several hundred vendors.
• Collect, organize, and maintain supporting documentation: invoices, hour sheets, backup.
• Collect and track lien releases and certificates of insurance.

Job Cost & Contract Tracking

• Manage and set up job files and keep them organized and current.
• Track retainage, change orders, and deposits for each job.
• Track client deposits and client billings.
• Code all activity to the correct general ledger account and job number across both companies, using a single agreed job naming convention.

Credit Cards & General Expenses

• Code credit card statements in full before payments are processed.
• Track and code general operating expenses accurately and timely.

Financial Reporting & Reconciliations

• Perform general ledger reconciliations.
• Prepare and analyze financial reports using QuickBooks and Microsoft Office.
• Assist with other accounting and reporting tasks as needed.

Coordination & Communication

• Respond to questions from the CPA firm and internal staff within defined turnaround times.
• Deliver bank statements, coded statements, and supporting documentation on schedule.
• Work closely with project management to assist with front-of-house requests, documentation, and information needed for jobs.

Payroll Administration

• Submit weekly payroll hours to the CPA firm on schedule for both companies.
• Administer court-ordered payments (child support, garnishments, levies), including tracking amounts, remitting payments on time, and responding to agency notices.
• File new hire reporting for both entities within required timeframes.

Qualifications

• Experience:
• • Minimum 3 years of bookkeeping or accounting experience (construction environment preferred but not required).
• Technical Skills:
• • Proficiency in QuickBooks (required).
  • Proficiency in Microsoft Office, especially Excel and Outlook.
• Knowledge & Attributes:
• • Strong understanding of accounting principles (AP, AR, GL, payroll basics, job costing).
  • Exceptional attention to detail and accuracy.
  • Highly organized, with the ability to manage multiple jobs, vendors, and entities simultaneously.
  • Strong follow-through on documentation, deadlines, and communication.
  • Ability to work in an office setting and collaborate with project managers, vendors, and the CPA firm.

Job Details

• Job Type: Full-time
• Physical Setting: Office

Insurance and compensation negotiable based upon qualifications.