Bookkeeper / Job Cost Accounting Specialist

Job Description

Job Description

Bookkeeper / Job Cost Accounting Specialist — QuickBooks Online & JobTread

Bookkeeper / Job Cost Accounting SpecialistQuickBooks Online & JobTread

Company: Outdoor Makeover & Living Spaces
Location: Atlanta/ Remote
Employment Type: Full-Time
Schedule: Monday–Friday
Reports To: [Owner / General Manager]

About Us

We are an established, growing landscape construction company with a large volume of daily financial transactions across dozens of active and completed projects.

We are looking for a  full-time, in-house Bookkeeper / Job Cost Accounting Specialist to take ownership of our day-to-day bookkeeping and accounting data entry.

We currently use  QuickBooks Online and JobTread to manage our accounting, projects, job costing, and financial information.

This is an important position within our company because accurate bookkeeping directly impacts our ability to understand  job profitability, project costs, and overall company financial performance.

Position Overview

This is a hands-on bookkeeping position focused on the  accurate and timely recording of financial transactions .

The ideal candidate will be highly organized, detail-oriented, and comfortable working with a high volume of receipts, invoices, payments, credit card transactions, and other financial activity.

Because we are a project-based landscape company, the candidate must understand that simply entering a transaction is not enough.

Expenses must be properly identified and assigned to the  correct job, work area, cost category, and general ledger account .

The goal is to ensure that the information flowing into QuickBooks Online and JobTread produces  accurate job costing and reliable P&L reporting.

This position does  not involve preparing tax returns. Tax preparation and tax-related work will continue to be handled by our outside accounting professionals.

Key ResponsibilitiesDaily Bookkeeping

• Process and post a high volume of daily financial transactions.
• Enter and categorize receipts, invoices, bills, payments, credit card transactions, ACH transactions, and checks.
• Ensure transactions are entered accurately and in a timely manner.
• Maintain organized electronic documentation for receipts and invoices.
• Follow up with employees when receipts or supporting documentation are missing.
• Research transactions when the appropriate coding is unclear.
• Identify and correct bookkeeping errors.

Job Costing

A major responsibility of this position is maintaining accurate job-level financial information.

The Bookkeeper will:

• Assign expenses to the  correct JobTread project/job .
• Assign expenses to the appropriate  work area, phase, or cost category within the job.
• Ensure vendor invoices and receipts are properly allocated between jobs when costs apply to multiple projects.
• Review questionable transactions rather than simply posting them to a generic expense account.
• Identify expenses that appear to have been assigned to the wrong job or category.
• Correct miscoded transactions.
• Maintain consistency in how costs are coded from job to job.
• Work with project managers and office personnel to obtain clarification when necessary.
• Help ensure that management can rely on job-cost reports when evaluating project profitability.

QuickBooks Online

• Maintain accurate transaction records in QuickBooks Online.
• Enter bills, expenses, deposits, payments, and other transactions.
• Properly categorize transactions within the chart of accounts.
• Reconcile bank accounts.
• Reconcile company credit cards.
• Review accounts for unusual or missing activity.
• Research discrepancies and make appropriate corrections.
• Assist with month-end close.
• Maintain accurate vendor and customer records.

JobTread

• Maintain accurate financial information associated with projects in JobTread.
• Ensure costs and transactions are properly associated with the appropriate projects.
• Review job-cost information for accuracy.
• Coordinate information between JobTread and QuickBooks Online.
• Identify discrepancies between project information and accounting records.
• Help establish consistent procedures for moving financial information between the two systems.

Accounts Payable

• Enter and code vendor bills and invoices.
• Match invoices with receipts and supporting documentation.
• Assign vendor costs to the appropriate jobs and work areas.
• Identify duplicate or questionable invoices.
• Maintain accurate vendor records.
• Assist with payment processing.
• Monitor outstanding bills.

Accounts Receivable

• Post customer payments.
• Maintain accurate customer account records.
• Research unapplied or unidentified payments.
• Assist with customer invoice and payment reconciliation.
• Identify discrepancies and communicate them to the appropriate team member.

Bank & Credit Card Reconciliation

• Perform regular bank reconciliations.
• Reconcile company credit cards.
• Investigate discrepancies.
• Ensure all transactions appearing on statements are properly recorded.
• Identify missing receipts or transactions.

Month-End Accounting

• Ensure bookkeeping is current before month-end financial reports are produced.
• Assist with month-end close.
• Review transactions for proper coding.
• Identify missing or unusual expenses.
• Assist with account reconciliations.
• Provide accurate financial information to management and outside accounting professionals.

What We Are Looking ForRequired

• 3+ years of professional bookkeeping experience.
• Strong understanding of accounts payable and accounts receivable.
• Experience handling a high volume of transactions.
• Strong QuickBooks experience;  QuickBooks Online experience strongly preferred.
• Excellent attention to detail.
• Strong organizational skills.
• Ability to identify errors and discrepancies independently.
• Strong Excel/spreadsheet skills.
• Ability to work independently and take ownership of responsibilities.
• Ability to maintain confidentiality with financial information.
• Strong communication skills.

Highly Preferred

• Experience with  JobTread .
• Experience with job-cost accounting.
• Experience in landscaping, construction, remodeling, contracting, or another project-based business.
• Experience coding expenses to individual jobs/projects.
• Experience working with a company with $10M+ in annual revenue .
• Experience managing a high volume of receipts and vendor invoices.
• Experience coordinating accounting information between project-management software and QuickBooks.

The Type of Person We Need

We are looking for someone who is  more than a data-entry bookkeeper.

This person needs to take ownership of the accuracy of our accounting information.

For example, if a $4,000 vendor invoice comes across the desk, we don't want someone who simply enters:

$4,000 — Materials Expense

We need someone who asks:

• What job is this for?
• What portion belongs to each job?
• What work area does it belong to?
• Is this a material, subcontractor, equipment, or other cost?
• Does the coding make sense?
• Is there anything unusual about this transaction?
• Does the documentation support the entry?

Attention to detail and financial accountability are extremely important in this role.

Our financial reports are only as good as the information being entered into the system.

What Success Looks Like

The successful candidate will ultimately take ownership of our day-to-day bookkeeping process and establish a consistent, reliable accounting workflow.

Success will include:

• Receipts and transactions are entered promptly.
• Bills and payments are accurately recorded.
• Bank and credit card accounts are reconciled regularly.
• Transactions are consistently coded to the correct accounts.
• Job costs are assigned to the correct projects and work areas.
• Miscoded expenses are identified and corrected.
• Missing documentation is followed up on.
• Job-cost reports become more reliable.
• Management can have confidence in the accuracy of the P&L.
• The company maintains clean, organized accounting records.
• The bookkeeping process no longer depends on a once-a-week accounting visit to stay current.

Compensation

Salary: Depending on experience and qualifications.

Benefits include:

• Health Insurance
• Paid Time Off
• Paid Holidays Off
• Company Profit Sharing Program

Application Questions

Please include answers to the following when applying:

1. How many years of bookkeeping experience do you have?
2. How many years of experience do you have with QuickBooks Online?
3. Have you worked with JobTread? If so, please describe your experience.
4. Have you worked with job costing or project-based accounting?
5. Have you worked for a construction, landscaping, remodeling, or contracting company?
6. Approximately how many transactions/receipts did you process in a typical week in your most recent position?
7. Describe your experience coding expenses to specific jobs or projects.
8. Describe a time when you identified an accounting error or discrepancy that someone else had missed.

Outdoor Makeover & Living Spaces is a Drug Free Workplace and an Equal Opportunity Employer.