Construction Bookkeeper/ Administrative Assistant

Job Description: Construction Bookkeeper / Administrative Assistant
Reports to: Executive Leadership


Company Overview: We are a telecommunications and IP security contractor. We provide the network infrastructure and security systems for Local Area Networks (LAN) and Campus Area Networks (CAN). We have a Building Industry Consulting Service International (BICSI) Registered Communications Distribution Designer (RCDD) on staff as well as BICSI Certified Installers and Technicians. We have serviced over 80,000 users including over 12,500 government users. Our clients include Federal, state, and municipal governments as well as commercial entities and crosses many disciplines, including correctional facilities, industrial plants, hospitals, air/marine stations, and numerous interior build outs in commercial office space.


Candidate Qualities: Strong communicator; curiosity; coachable; listener; creative; tenacity; has a gratitude mindset; patient and willing to see goals and work towards the wins.

Culture: We believe that focusing on internal and external stakeholders will benefit employees and customers as well as the community. We are an employee and customer focused firm. As such we believe strongly in work-life balance and personal growth.
We are focused on building a motivated workforce that lives by our core values of Extreme Ownership, that will Service The Customer Above All Else . We are attracting team members that take responsibility for their work and are Open Communicators who buy into the importance of Continually Improving Themselves . Honesty and Integrity are key. You must be willing to do what you say you were going to do when you say you were going to do it. Our goal is always: Build It Right the First Time.

Prime Objectives
We are seeking a meticulous Construction Bookkeeper/Administrative Assistant to manage the financial transactions and reporting for our company. The ideal candidate will have strong experience in construction accounting, job costing, subcontractor management, and financial controls. This role supports project managers, estimators, and operations while ensuring accuracy, compliance, and timely financial information.

Candidates will manage the financial responsibilities of federal, local government and commercial projects with the capacity to organize and maintain an average of 25-30 on-going projects.

Key Duties and Responsibilities:
Ultimately responsible for overseeing financial reporting of low voltage construction projects and will be working alongside the Office Administrator to ensure accurate financial reporting and efficiencies within the department.


Finance & Accounting

• Maintain project financial reports in Monday.com
• Assist with Invoice via 702/703, QuickBooks, Textura, ProCore, Oracle and WAWF. Tracking collections, progress billings, change orders, and retainage accounting.
• Maintain Certified Payroll Reports for Federal contracts
• Maintain accuracy of Work In Progress / Backlog in Monday.com and support external CPA firm
• Coordinate with project managers to monitor material purchase cash flow, change orders, and project profitability.
• Process subcontractor invoices, pull-punch reports, and ensure correct job coding
• Maintain and enforce subcontractor lien waivers, retainage tracking, and compliance documentation.
• Generate ad-hoc financial reports and provide insights to leadership on project performance.

Administrative Reporting:

• Calculate and submit GSA Monthly reporting
• Maintain organized digital/hard files and internal records
• Project Accounting per specific job requirements (QuickBooks, Procore, Textura, Oracle, 702/703)
• Maintain Work in Progress Job Log
• Calculation for PM bonuses on eligible jobs and submit to leadership for approval.
• Monthly Wrap X Reporting for CCIP (Contractor Controlled Insurance Plan)
• Support and maintain compliance documentation (Safety, Insurance, Certifications, etc.)

General Office Duties:

• Interacts with Company Executive Leadership, Project Managers and Office Administrator for any other administrative/general office duties

Skills and Qualifications:

• Bachelor's degree in Business, Accounting, Finance, or a related field (or equivalent experience).
• Proven experience (3+ years) in construction bookkeeping or construction accounting, including project-level reporting and general administrative responsibilities.
• Proficiency with accounting software QuickBooks Desktop/Online, and working knowledge of Construction Project Management Software Systems - Procore, Textura, Oracle) and spreadsheet proficiency (advanced Excel).
• Knowledge of construction industry practices: job costing, progress billing, retainage, lien waivers, certified payroll, change orders, and subcontractor management.
• Excellent attention to detail, accuracy, organizational skills and time management.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong communication skills and ability to collaborate with project managers, estimators, and leadership.
• MS Office suite proficiency and familiarity with reporting tools and dashboards
• Ability to Handle Confidential Information
• Ability to Work Without Supervision
• Exceptional Communication and Customer Service Skills.

Physical and other requirements

• Ability to work in an office setting; occasional travel to job sites or project meetings if needed.
• Ability to handle confidential information and maintain data security.
• Will require extended periods at a computer workstation.

Key metrics and outcomes

• Accurate job costing and project profitability reporting.
• Clean monthly project reporting with minimal adjustments.
• Compliance with subcontractor lien waiver and retainage processes.
• Improved accuracy of project budgets vs. actuals and cash flow forecasts.

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