Bookkeeper ​/ Administrative Specialist

Bookkeeper / Administrative Specialist

Clayton Services is seeking a Bookkeeper / Administrative Specialist to join a well-established, family-owned commercial construction company in Houston. This is an excellent opportunity for an experienced bookkeeping professional who enjoys working in a smaller, close-knit environment and wants to become a long-term member of a stable organization. The ideal candidate will have hands-on construction bookkeeping experience with a strong understanding of progress billing, Schedule of Values (SOV), retainage, and lien documentation.

This position will primarily handle bookkeeping responsibilities while also providing administrative and project-related support throughout the office. The company is looking for someone who is dependable, adaptable, comfortable wearing multiple hats, and eager to learn established processes while growing with the organization.

Job Type: Direct Hire Pay Rate: $55,000 - $70,000 Benefits:
Employer-paid medical insurance, dental, vision, employer-paid life insurance, retirement plan with employer contribution/match, 80 hours PTO, paid holidays, and more.

• Manage day-to-day bookkeeping activities using Quick Books Desktop Enterprise.
• Prepare and process construction progress billings according to established billing schedules.
• Maintain and update Schedule of Values (SOV) documentation for active projects.
• Track and maintain retainage and accrued retainage records.
• Prepare, process, and maintain lien releases and related construction documentation.
• Record customer payments, vendor payments, ACH transactions, and other accounting activity.
• Process a limited volume of checks and maintain accurate payment records.
• Perform bank, account, and credit card reconciliations.
• Prepare general ledger entries and maintain accurate accounting records.
• Coordinate accounting activity involving the company's outside factoring provider.
• Maintain organized accounting files and supporting documentation.
• Assist with accounting forms, billing documentation, and project-related paperwork.
• Support the preparation and administration of change orders.
• Maintain and update Excel spreadsheets related to billing, projects, and accounting activity.
• Assist with email correspondence, document preparation, filing, and recordkeeping.
• Answer incoming calls and provide general office support as needed.
• Work closely with the Office Manager and other departments to support ongoing projects and daily operations.
• Assist with additional bookkeeping and administrative responsibilities as needed.

• Strong understanding of construction bookkeeping and accounting processes.
• Working knowledge of progress billing, Schedule of Values, retainage, and accrued retainage.
• Familiarity with construction lien releases and related documentation.
• Proficiency with Quick Books;
  Quick Books Desktop Enterprise experience is highly preferred.
• Strong Microsoft Excel skills and ability to maintain accounting and project-related spreadsheets.
• Understanding of general ledger entries, reconciliations, accounts payable, and accounts receivable.
• Strong attention to detail and commitment to maintaining accurate financial records.
• Ability to manage recurring monthly deadlines and prioritize time-sensitive billing requirements.
• Comfortable working in a smaller, family-owned business where employees may assist outside their primary responsibilities.
• Strong organizational and administrative skills.
• Ability to learn established processes and adapt to the company's preferred procedures.
• Self-motivated with the initiative to identify what needs to be done and follow through.
• Strong written and verbal communication skills.
• Dependable, approachable, and able to work effectively within a close-knit team.
• Professional judgment and discretion when handling confidential financial and company information.
• Desire to establish a long-term career with a stable organization.

• 3+ years of bookkeeping, accounting, or closely related experience preferred.
• Previous bookkeeping or accounting experience within construction is strongly preferred.
• Hands-on experience with progress billing, SOVs, retainage, and lien releases is highly preferred.
• Quick Books experience required;
  Quick Books Desktop Enterprise experience is a plus.
• Proficiency with Microsoft Excel required.
• Experience working for a commercial contractor, subcontractor, specialty trade contractor, or similar construction organization is highly desirable.
• High school diploma or equivalent required.
• Associate's or bachelor's degree in Accounting, Finance, Business, or a related field is a plus but not required.