Bookkeeper

Bookkeeper Position

Abacus Solutions Group is looking to hire a Bookkeeper in the Grasonville area.

Position Overview:

The Bookkeeper supports the financial operations across all active projects and entities. This role is responsible for accurate financial recording, billing, accounts payable, and job cost tracking providing the timely, reliable data that allows leadership to manage profitability and cash flow effectively.

This position does not make financial policy decisions or approve budgets. It plays a critical operational role in ensuring every dollar in and out is recorded accurately, coded to the correct project and cost category, and reported clearly to the General Managers and Project Managers.

Core Responsibilities:

Financial Recording & Accuracy

• Enter and code all vendor and subcontractor invoices accurately by project, division, and cost category to support actual-vs-estimate reporting
• Maintain accurate job cost records for ongoing budget tracking and post-project analysis
• Support the creation and maintenance of actual-vs-estimate reports used to monitor project performance
• Ensure all expenses are recorded in the correct entity
• Support the monthly job cost review process with Project Managers and General Managers

Billing, Invoicing & Collections

• Prepare and issue all client invoices and progress billings in a timely and consistent manner
• Ensure deposits, progress billings, and final invoices are issued according to contract terms
• Track outstanding receivables and communicate proactively with General Managers regarding overdue balances
• Coordinate with Project Managers on billing schedules, draw documentation, and required backup
• Coordinate draw requests with construction lenders and banks, including preparing required documentation and tracking draw approvals and funding
• Follow up with clients on outstanding payments for change orders and draw billings, communicating professionally and escalating to General Managers as needed

Accounts Payable & Vendor Coordination

• Process all vendor invoices and subcontractor bills promptly and accurately
• Verify invoices match approved purchase orders and scopes of work before processing payment
• Coordinate payment schedules with the General Managers
• Maintain organized, up-to-date vendor and subcontractor records across all entities

Administrative & Office Support

• Manage filing systems, administrative records, and document organization
• Support onboarding documentation and personnel file maintenance
• Serve as internal administrative support for Project Managers and General Managers
• Maintain organized project files and records across all three entities
• Process payroll accurately and on time across all entities, ensuring correct employee classifications, hours, and deductions
• Monitor and maintain all business licenses, ensuring renewals are completed on time across all company entities
• Track and renew all company vehicle insurance policies and vehicle registrations, maintaining up-to-date records for the fleet
• Prepare and file all 1099s annually for subcontractors and vendors, ensuring compliance with IRS requirements and timely distribution
• Manage office supply ordering and general office procurement, maintaining adequate inventory and processing purchases in a timely manner

Financial Reporting Support

• Prepare financial summaries and reports for General Manager review
• Support monthly and quarterly financial close processes
• Assist with audit preparation and compliance documentation as needed
• Support accurate management of QuickBooks data across all company entities
• Assist in the ongoing evaluation and upgrade of accounting platforms as the company grows

Qualifications:

Required

• 10+ years of bookkeeping or accounting experience construction or project-based industry strongly preferred
• Proficiency in QuickBooks Online (required); experience with multi-entity accounting a plus
• Strong working knowledge of accounts payable, accounts receivable, and job costing
• Proven experience with construction draw billing, progress billings, and contract-based invoicing
• Familiarity with construction management systems and project cost coding workflows
• Comfortable working closely with an outside accounting firm/CPA including sharing reports, providing documentation, and supporting year-end and audit processes
• High attention to detail this role directly impacts project profitability reporting across multiple entities
• Ability to manage multiple projects, companies, and cost codes simultaneously
• Strong organizational and communication skills
• Proficient in Microsoft Office / Google Workspace (Excel or Sheets required)

Preferred

• Direct experience in residential construction, home building, or design-build
• Experience working across multiple company entities or divisions
• Associate's degree or higher in Accounting, Finance, or related field