CONSTRUCTION BOOKKEEPER & AP/AR SPECIALIST

CONSTRUCTION BOOKKEEPER & AP/AR SPECIALIST
Confidential — Luxury Residential Construction Company (Los Angeles, CA)About UsWe are a family-owned luxury custom home builder based in Los Angeles, California. We build high-end homes in some of the most desirable neighborhoods in the city, with project values in the $1M–$3M+ range. We are growing fast — we currently have multiple active builds and a strong pipeline of upcoming projects.We treat our team like family, we pay fairly, and we reward performance with bonuses. The right person here will grow with us for years — this is a long-term role, not a short-term gig.The RoleYou will be our dedicated Construction Bookkeeper & AP/AR Specialist — the financial backbone of our operations. You will own the day-to-day bookkeeping, accounts payable, accounts receivable, and financial documentation for every active project and the company overall.You will work closely with our outside CPA (who handles tax strategy, monthly close review, and year-end filings) and our office manager. You will be the person who makes sure every dollar in and every dollar out is accurately recorded, every invoice is collected on time, and every vendor is paid correctly.This role requires absolute accuracy, discretion, and reliability. You will see all of our financial data — contracts, payments, vendor pricing, profit margins, payroll. A signed NDA will be required before onboarding.Work Schedule
Hours: 7:00 AM – 4:00 PM Pacific Standard Time (PST), Monday through Friday (40 hours/week, with a 1-hour unpaid break)
For you in the Philippines: approximately 10:00 PM – 7:00 AM the following day (Manila time)
Why this schedule: You need real-time overlap with our office manager, our CPA, and US banking systems. Most US banks, vendors, and clients respond during 8 AM – 5 PM PST.
Live overlap: Full overlap with our team in California during their workday.
This schedule is non-negotiable. We need someone whose body clock can adapt to a true overnight Manila shift long-term — please do not apply if you cannot commit to this.What You Will DoDaily Bookkeeping

Enter every invoice (vendor, subcontractor, supplier) into QuickBooks Online and our internal Google Sheets system within 24 hours of receipt
Categorize every expense correctly to the right job, cost code, and account
Enter every client payment, deposit, and progress payment as it's received
Match every credit card transaction to its receipt and categorize correctly
Maintain the company's chart of accounts cleanly and consistently
Accounts Payable

Manage the full AP process — receive invoices, verify against POs and contracts, route for approval, schedule payment
Coordinate with the Estimator/Purchasing Manager and Project Manager to verify work completion before payments are released
Maintain the AP aging report — never let a vendor go unpaid past terms
Track all vendor payment terms (Net 15, Net 30, etc.) and capture early payment discounts whenever available
Process check runs, ACH payments, and wires as approved by management
Accounts Receivable

Generate and send client invoices on schedule per each contract's billing schedule
Track every invoice from issuance through payment
Run a weekly AR aging report and chase overdue invoices proactively (drafting follow-up emails for the CEO to send)
Apply payments to invoices correctly — partial payments, retainage, mobilization fees, deposits
Maintain a clean AR ledger per project
Job Cost Accounting & WIP

Track every dollar spent against every job's budget — labor, materials, subs, permits, soft costs
Maintain real-time job cost reports per project
Calculate and maintain Work-in-Progress (WIP) reporting for every active job — earned revenue, billed-to-date, costs-to-date, percent complete
Flag any job trending over budget early so management can intervene
Coordinate monthly with the CPA to ensure WIP is correctly reflected in financials
Reconciliation & Month-End Close

Reconcile every bank account weekly
Reconcile every credit card statement weekly
Coordinate with the CPA on monthly close — ensure all transactions are entered, categorized, and reconciled by the 5th of each month
Prepare monthly P&L and balance sheet summaries for management review
Maintain clean financial records for year-end tax prep
Compliance & Documentation

Maintain a clean digital filing system in Google Drive — every invoice, receipt, contract, and payment record stored and searchable
Track and maintain vendor W9s, COIs, business licenses, and contractor licenses
Prepare annual 1099s for every contractor and vendor that requires one
Track sales tax, use tax, and any applicable local tax obligations
Coordinate with our CPA on quarterly estimated tax payments
Reporting

Send a daily end-of-shift summary email to the CEO covering: (a) invoices entered, (b) payments processed, (c) AR collected, (d) AR overdue and follow-up sent, (e) bank balances, (f) any anomalies or red flags
Send a weekly Friday financial report covering: cash position, AR aging, AP aging, weekly cash flow summary, and any issues requiring CEO attention
Send a monthly close report by the 5th of each month covering: P&L, balance sheet, job cost summary, WIP report
Requirements
3+ years bookkeeping or accounting experience. You must have prior experience as a bookkeeper, AP/AR specialist, or staff accountant. Experience in construction, real estate, or project-based industries strongly preferred.
QuickBooks Online expertise. You must be fluent in QBO — chart of accounts, classes, items, jobs, projects, reports. We will test this in the interview.
Construction accounting knowledge (strongly preferred). Experience with job costing, WIP accounting, retainage, progress billing, AIA-style invoicing, lien waivers, and contractor 1099s is a major plus.
Excel/Google Sheets fluency. You must be able to build and maintain complex spreadsheets — pivot tables, SUMIF formulas, lookups, conditional formatting. We use Google Sheets heavily alongside QBO.
Excellent written English. You will be drafting AR follow-up emails, vendor inquiries, and client communications. Your writing must be professional and clear. We will test this.
Numerical accuracy. Bookkeeping mistakes are not acceptable. One miscategorized expense or misapplied payment cascades into bigger problems. Attention to detail is non-negotiable.
Discretion and trustworthiness. You will see all of our financial data — every contract, every margin, every vendor cost, every payment, payroll. NDA required. We do background checks.
Reliable workspace. Stable high-speed internet, backup power, quiet workspace, working webcam, modern computer with dual monitors strongly preferred.
Schedule commitment. You must be able to consistently work 7:00 AM – 4:00 PM PST (overnight in Manila) long-term. Confirm in your application that this works for you.
Available immediately. We are hiring for an immediate start.
Bonus Points
Prior bookkeeping experience for a U.S. construction company or general contractor
Familiarity with Buildertrend, CompanyCam, or Procore financial modules
Experience with mechanic's lien processes and California lien waiver requirements
Background in accounting (degree, CPA, or equivalent certification)
Comfortable using AI tools (ChatGPT, Claude, etc.) for drafting and analysis
What We Offer
Competitive hourly pay (we will discuss based on experience — senior construction bookkeepers earn at the top of our range)
Performance-based bonuses tied to: (a) clean monthly closes by the 5th, (b) AR collected within terms, (c) zero accounting errors per quarter, (d) cost savings identified
Long-term, stable role with a rapidly growing company
Real career growth — as our company scales, this role grows into a Controller or Finance Manager position
Direct mentorship from the CEO and our outside CPA
A respectful, family-owned culture that treats remote tea ---------- mbers like real teammates
How to ApplyTo be considered, your application must include all of the following:
A short paragraph explaining why this role fits you and why you can handle the 7:00 AM – 4:00 PM PST schedule (overnight in Manila) long-term
A list of companies you have done bookkeeping for, the industry, the company size, and your specific role
A short paragraph describing your experience with QuickBooks Online — what features you use most, what you find tricky, and your favorite reports to run
A short paragraph describing your experience (if any) with construction accounting, job costing, or WIP — even basic exposure counts
A short paragraph describing one time you caught a financial error before it cost a company money
Confirmation that you understand the schedule and can commit to it long-term
Your expected hourly rate in USD
Applications missing any of the above will not be reviewed. We are looking for someone meticulous, accurate, and trustworthy — your application is the first test.We look forward to meeting you and growing together.