Bookkeeper​/Operations Finance Coordinator

Job Title:

Bookkeeper & Operations Finance Coordinator

Location:

Birmingham, AL

Full time, in-person position

Reports To:

Partners / Leadership Team

Architecture Works, LLP is seeking a detail-oriented finance professional to manage the financial operations of our practice. This is not just data entry; it is a role focused on accuracy, compliance, and financial clarity. You will manage the full accounting cycle—from day-to-day transactions to month-end reporting—and engage actively with firm leadership to provide accurate data required to manage project performance and firm health.

• Daily/Weekly Operations:
  Manage all AP/AR workflows in Quick Books. Code transactions accurately to general ledger and specific project codes.
• Reconciliation:
  Perform monthly reconciliations for all bank accounts, credit cards, and money market accounts. Investigate and resolve discrepancies immediately.
• Cash Flow:
  Monitor cash position weekly and prepare short-term cash flow projections for leadership.
• Client Invoicing:
  Lead the monthly billing cycle. Draft invoices based on partner redlines, track consultant fees, and ensure all reimbursable expenses are captured.
• Accounts Receivable:
  Monitor AR aging reports. Proactively (and tactfully) contact clients regarding past-due invoices to maintain healthy cash flow.
• Job Costing:
  Assist partners in tracking project budgets vs. actuals to ensure project profitability.

• Payroll Processing:
  Execute semi-monthly payroll (via Paychex or similar), including commission/bonus structures and partner draws.
• Benefits Admin:
  Serve as the primary point of contact for employee benefits (Health/BCBS, Unum, Simple IRA), managing enrollments, terminations, and annual renewals.
• Onboarding:
  Manage the financial and compliance side of new hire onboarding (I-9, tax forms, payroll setup).

• Insurance:
  Manage annual renewals for professional liability (PL), general liability (GL), and workers' comp. Issue Certificates of Insurance (COIs) for new projects as requested.
• Licensure & Regulatory:
  Coordinate business license renewals (city/county/state) and manage 1099 preparation/filing at year-end. Maintain annual license registration across multiple states. Maintain active participation with federal SAM.gov and e-VERIFY programs.
• H-1B & Visa Compliance:
  Maintain public access files and track expiration dates for sponsored employees (where applicable).
• Serve as the primary liaison for our external accounting firm. You will prepare year-end reporting packages, answer inquiries, and ensure our data is tax-ready, minimizing back-and-forth for the partners.

• 3+ years of full-charge bookkeeping or accounting experience.
• Proficiency in Quick Books (Desktop or Online) and Excel (pivot tables, confident data management).
• Experience handling payroll processing and sensitive personnel data with discretion.
• Strong written communication skills for client-facing collections and vendor correspondence.

• A/E/C Industry
  
  Experience:
  
  Previous experience in Architecture, Engineering, or Construction firms.
• Experience with Professional Services Automation tools such as Monograph, BQE Core, or Projectworks.
• Project Accounting:
  Understanding of billable hours, reimbursables, and consultant pass-throughs.
• Salary: $60, (Commensurate with experience)
• Benefits:
  Health & dental insurance, Simple IRA retirement match, PTO, holidays

How to Apply

Please email your resume and a brief cover letter to  . In your note, please briefly highlight your experience with Project-Based Accounting or job costing.