Bookkeeper

Job Title:

Bookkeeper / Office Administrator

Job Description

This full-time Bookkeeper / Office Administrator role combines hands-on bookkeeping with a broad range of office administration and customer service responsibilities. You will support leadership, sales, field personnel, and operations in a friendly, low-stress environment while ensuring accurate financial records, smooth office operations, and professional communication with customers and team members.

Responsibilities

+ Onboard new employees and maintain accurate and up-to-date personnel files.

+ Coordinate and submit weekly payroll to the payroll service using Quick Books-based payroll tools.

+ Support the sales team, field personnel, and operations leadership with administrative and coordination tasks.

+ Provide direct administrative support to the company owner and other leaders as needed.

+ Answer incoming phone calls promptly and professionally, routing calls and taking messages as appropriate.

+ Create and maintain project files, ensuring all relevant documentation is properly organized and accessible.

+ Create service orders and schedule service appointments in coordination with field personnel and customers.

+ Communicate regularly with customers and potential customers, providing excellent customer service and follow-up.

+ Enter and maintain accurate financial data in Quick Books Online, including items, transactions, and account details.

+ Prepare and issue customer invoices in a timely and accurate manner.

+ Prepare proposals and related documents to support sales and project activities.

+ Enter vendor bills and customer payments, ensuring proper coding and reconciliation.

+ Assist with payroll processing, including gathering and verifying time data and coordinating with the payroll service.

+ Use Microsoft Office, including Excel and other Office 365 tools, to manage documents, reports, and spreadsheets.

+ Participate in office-wide collaboration using tools such as Zoom and other software platforms.

+ Learn and adapt to new software systems as needed to support accounting, payroll, and office operations.

Essential Skills

+ Proven experience as a bookkeeper or in a similar accounting and office administration role.

+ Experience working in a construction company office (preferred, at least 1 year).

+ Proficiency with Quick Books Online, including entering items, vendor bills, customer payments, and preparing invoices.

+ Hands-on experience with weekly payroll processing, preferably using Quick Books-based payroll tools.

+ Strong proficiency with Microsoft Office, including Word, Excel, and Office 365.

+ General aptitude for learning and using software tools such as Zoom and other office applications.

+ Notary certificate or willingness to obtain one.

+ Strong organizational skills with high attention to detail and accuracy.

+ Excellent phone skills and comfort calling and speaking with customers and employees.

+ Effective written and verbal communication skills in English.

+ Customer service-oriented mindset with a team-focused, collaborative attitude.

+ Ability to manage multiple tasks, prioritize workload, and meet deadlines in a busy office environment.

+ Ability to reliably commute to or relocate to the Lake Zurich, IL area.

Additional

Skills & Qualifications

+ Experience in a construction industry office environment.

+ At least 1 year of general office or administrative experience (preferred).

+ At least 1 year of construction-related experience (preferred).

+ Spanish language skills (preferred).

+ Familiarity with Adaptive or similar financial planning or reporting tools (nice to have).

+

Experience with Hub Spot or similar CRM platforms (nice to have).

+

Experience with human resources tasks such as onboarding, maintaining personnel files, and supporting HR processes.

+ Comfort working with payroll and HR-related systems and data.

+ Strong customer service experience, particularly in phone-based and office-based customer interactions.

+ Ability to adapt to new technologies and continuously improve processes.

Work Environment

This role is based in an office environment in the Lake Zurich, IL area and operates on a standard Monday to Friday schedule with an 8-hour shift each day. You will work closely with the companys leadership team, including the owner, sales leadership, operations leadership, and other key roles such as service coordination, project assistance, and estimating. The organization has approximately 35 team members, with about 8 working consistently in the office,…