Construction Bookkeeping & Office Manager

Position Title

Construction Bookkeeping & Office Manager

Company

Evergreen Real Estate Group

Department

Construction (GCDC)

Reports To

Vice President – Construction

Location

On-site (Chicago office)

FLSA Status

Exempt

Salary Range

$110,000-$130,000

Job Summary

The Construction Bookkeeping & Office Manager is a key member of Evergreen Construction Company’s accounting and operations team. This role is responsible for the full spectrum of accounting and financial functions for the construction division, including bookkeeping, financial reporting, and preparation of construction draw packages. The position also oversees core office operations, ensuring smooth coordination between project teams, vendors, and leadership.

This role requires a detail-oriented professional with strong accounting expertise, a solid understanding of construction financial practices, and proven experience managing both financial and administrative workflows in a construction environment.

Key Responsibilities Accounting & Financial Management

• Perform full‑cycle accounting for the Construction (GCDC) division, including accounts payable, accounts receivable, general ledger, and reconciliations.
• Prepare and maintain accurate financial statements (cash and accrual basis).
• Manage monthly and quarterly closings, including journal entries and bank reconciliations.
• Prepare construction draw packages, ensuring compliance with lien waivers, lender, and ownership requirements.
• Track project budgets, job cost allocations, and cash flow requirements for multiple active GCDC projects.
• Review, code, and process vendor/subcontractor invoices; ensure timely payments.
• Coordinate with external auditors and the independent accounting firm, providing work papers and supporting documentation.
• Coordinate with corporate accounting on payroll, job cost reporting, and contractor payments.
• Prepare and submit certified payroll reports; ensure compliance with prevailing wage requirements.
• Support development of project‑level forecasts and variance analyses.
• Maintain internal controls and compliance with Evergreen accounting policies.

Bookkeeping & Record Keeping

• Maintain organized and current accounting files—both digital and physical—for all GCDC projects.
• Ensure accurate posting of all transactions within accounting software (Sage preferred).
• Reconcile vendor accounts and monitor outstanding payables/receivables.
• Prepare and record journal entries related to construction costs, retainage, and revenue recognition.
• Maintain detailed records of draw requests, billing cycles, and cash flow positions.

Office Operations & Administration

• Manage day‑to‑day GCDC office operations including scheduling, correspondence, supply ordering, and communications.
• Act as point of contact between the GCDC office, project sites, vendors, and clients.
• Maintain confidentiality and professionalism in all interactions.

Vendor & Subcontractor Management

• Collect, verify, and maintain vendor/subcontractor documentation (W‑9s, insurance COIs, contracts).
• Track subcontractor billing schedules, retainage, and payment releases.
• Coordinate lien waiver collection and ensure compliance with contractual and legal requirements.

Document & Compliance Management

• Maintain organized digital and physical files for all active and completed projects.
• Track and ensure that all licenses, permits, insurance certificates, and compliance documents are current and properly filed.
• Collect, process, and file lien waivers, draw requests, and other construction‑related compliance materials.

Reporting & Analysis

• Prepare monthly and quarterly financial reports for GCDC leadership, ownership, and lenders.
• Provide project cost tracking, variance reporting, and financial summaries.
• Support lender audit requirements and funding requests.
• Conduct ad‑hoc financial analyses to support leadership decision‑making.

Education & Experience

• Bachelor’s degree in Accounting, Finance, Business, Construction Management, or related field required.
• 6–10 years of experience in construction accounting, bookkeeping, or financial operations.
• Demonstrated expertise with construction draw packages and financial reporting in a construction setting.

Licenses & Certifications

• Certi…