Bookkeeper

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.

• 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.

• 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.

• 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…