Office Manager & Bookkeeper

Job Description

Job Description

OFFICE MANAGER & BOOKKEEPER

Walker Mechanical – Burlington, Massachusetts
Full-Time | On-Site

• Pay: $22.00–$33.50 per hour, depending on experience (hourly, overtime-eligible)

• Health and dental insurance

• 401(k) with company match

• Paid time off

Walker Mechanical is a commercial HVAC contractor based in Burlington, Massachusetts. We have built our reputation on responsive service and long-term customer relationships, and we are growing. Our office is small and tight-knit, so the work you do here is visible and matters every day.

We are hiring an Office Manager & Bookkeeper to run our front office and keep our books current. You will own day-to-day bookkeeping in QuickBooks Desktop, handle billing and payables, and be the first voice customers and suppliers hear when they call. You will work directly with the General Manager and company leadership.

This role suits someone organized and dependable who likes owning a job end to end: part bookkeeper, part customer service, part office operations.

Bookkeeping & Billing

• Record customer, vendor, and banking transactions in QuickBooks Desktop every day

• Prepare customer work and service orders, then draft and send invoices

• Prepare accounts payable reports, match vendor bills to jobs, and draft vendor checks

• Collect customer payments and make bank deposits

Customer & Supplier Service

• Answer calls and emails from customers and suppliers, and follow up promptly

• Learn each customer's and supplier's preferences so service stays consistent

• Type up proposals, quotes, and estimates for customers

• Draft maintenance contracts and follow up with customers

• Work with the General Manager and leadership to make sure customer needs are met

Office Operations

• Apply for permits across multiple cities and towns, online and on paper

• Maintain job folders, and scan and file documents

• Keep spreadsheets and records current in Excel

• Take on other projects as needed

• Hands-on bookkeeping or data-entry experience in QuickBooks Desktop

• Clear, professional phone and written communication

• Comfort with Microsoft Office (especially Excel) and Google Workspace

• Strong attention to detail and organization, with accurate records

• Ability to work independently and manage several deadlines at once

• Dependable and punctual; the office counts on this role every day

• High school diploma or equivalent

• 2+ years of QuickBooks Desktop experience

• Office or administrative experience with an HVAC, mechanical, or other trade contractor

• Experience with customer invoicing and accounts payable

• Full-time, Monday–Friday, 8-hour day (7:30am-4pm with a 30min Lunch)

• On-site at our Burlington, MA office

• Small office, working directly with the General Manager and company leadership

If you are organized, dependable, and want to be the person who keeps a growing HVAC company running smoothly, we would like to hear from you.

Walker Mechanical is an equal opportunity employer.