Bookkeeper with Construction Office Experience

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: TYPE OF WORK

Part Time

: SALARY

$ 6-7/ hr

: HOURS PER WEEK

20

: DATE UPDATED

Mar 8, 2026

JOB OVERVIEW

Virtual Assistant Bookkeeper Role Scope
Type: Part-Time (Remote)

Purpose
To manage all daily financial transactions, ensure accurate and timely bookkeeping in QuickBooks, and maintain complete visibility of cash flow, accounts receivable (AR), and accounts payable (AP). The VA Bookkeeper is responsible for keeping the company’s financial data clean, current, and reliable for decision-making.

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Primary Objectives
1. Keep QuickBooks 100% up-to-date with weekly reconciliation of all accounts.
2. Ensure invoices and payments are processed accurately and on schedule.
3. Provide clear reporting on AR, AP, and cash flow weekly.
4. Support the owner in maintaining financial visibility, forecasting, and compliance.

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Key Responsibilities
1. Accounts Payable (AP)
- Receive, review, and enter all supplier/subcontractor invoices into QuickBooks under correct GL accounts and jobs.
- Obtain approval from the Owner/Project Manager before processing payments.
- Maintain a creditors direct credit schedule and prepare payment batches weekly.
- Ensure all credit card payments and director personal accounts are paid and reconciled monthly.
- File and organize digital copies of invoices and receipts in a shared drive (Google Drive/Dropbox).
- Track and report on upcoming payables and due dates each week.
- Flag any discrepancies, duplicates, or missing invoices for resolution.

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2. Accounts Receivable (AR)
- Generate and send client invoices per contract terms (progress draws, deposits, variations).
- Record all payments received into QuickBooks and reconcile with bank deposits.
- Follow up on overdue invoices via email and phone calls; document all communications.
- Maintain and share a Weekly AR Aging Report, listing any unpaid balances and collection status.
- Coordinate with the Owner/PM to escalate overdue accounts or set up payment plans if needed.

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3. Banking & Reconciliation
- Reconcile all bank accounts and credit cards weekly in QuickBooks.
- Match transactions to invoices, bills, and receipts.
- Identify and investigate any unmatched or unclear transactions.
- Maintain Petty Cash and Director Loan accounts accurately.

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4. Reporting & Visibility
- Prepare and send Weekly Financial Snapshot including: ? AR Summary (total due, overdue list)
- AP Summary (total owing, upcoming payments)
- Bank Balances
- Credit Card Balances
- Assist in preparing Monthly P&L and Balance Sheet reports.
- Flag cash flow concerns early (e.g. upcoming payables exceed expected receivables).
- Update 12-Month Rolling P&L if provided with template (Fathom-ready).

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5. Payroll & Compliance Support (Optional if applicable)
- Collect and verify employee/subcontractor timesheets (if using TSheets or similar).
- Submit payroll data to CPA/payroll provider.
- File and store T4s, 1099s, W9s, or equivalent documentation.
- Track and remit sales tax (GST/HST) and ensure timely filing.

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6. Systems & Record-Keeping
- Maintain organized folders for invoices, receipts, bank statements, and reports.
- Use naming conventions and shared folders for visibility.
- Keep QuickBooks chart of accounts aligned with TPB Financial Model (COGS vs Overheads).
- Support setup of job costing and class tracking per project.

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7. Communication & Collaboration
- Attend a weekly check-in call (15–30 min) with the Owner.
- Update a shared Finance Tracker or Dashboard.
- Communicate proactively if missing information is required (receipts, job codes, approvals).
- Respond to messages and requests within 24 business hours.

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WEEKLY RHYTHM
Day Task
Monday Reconcile bank accounts, update AR/AP, send weekly financial snapshot
Wednesday Follow up on overdue invoices; schedule payments
Friday Review new bills, receipts, credit cards, and ensure QuickBooks is 100% current

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Key Performance Indicators (KPIs)
- 100% QuickBooks accuracy (no unreconciled transactions weekly)
- AR follow-ups completed weekly
- All invoices entered and filed within 48 hrs of receipt
- Weekly Financial Snapshot delivered by Monday COB
- All credit cards and accounts reconciled monthly

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Time Zone Considerations & Communication Protocols
Working Hours Coordination
- Overlap Hours: Establish 2 hours of overlapping business hours for urgent communications
- Daily Check-ins: Morning briefing (your evening) and end-of-day summary (your morning)
- Emergency Contact: Provide emergency contact protocol for urgent project issues

Communication Tools & Systems
- Primary Communication: Video conferencing for daily check-ins
- Project Management: Shared project management software with real-time updates
- File Sharing: Cloud-based systems for document access and collaboration
- Instant Messaging: For quick questions and status updates during overlap hours

Performance Metrics & Expectations
Quality Standards
- 99 percentage accuracy in documentation and reporting
- 24-hour response time to non-urgent communications
- 2-hour response time during overlapping business hours
- Weekly client communication completion rate of 100%

Growth Objectives
- Develop expertise in company-specific software and processes within 90 days
- Establish efficient workflows that reduce executive administrative burden
- Build strong vendor and team relationships that support business growth
- Continuously improve processes and identify efficiency opportunities

Skills & Software
- QuickBooks Online (Essential- 2 yrs experience)
- Bookkeeping (Essential- 2 yrs)
- Construction Finance (Essential- 2 yrs, design+build preferred)
- Job Tread (Ideal- 1 yr experience. Preferred QuickBooks Online integration)
- Google Sheets / Excel (Essential- 2 yrs experience)
- Drive/Dropbox File Management
- Clear written and verbal English
- Strong attention to detail and accuracy

READY TO APPLY?
Don't just send a resume—tell us why you’re the organized "Super-star" we’re looking for!

Message your application with the subject line “Meet [First and Last Name], Your Experienced Bookkeeper”. Include why you’re the best candidate, years in construction finance, years working in design+build office, years using JobTread, and the code word “Super-Star” in the body of the message.

Attach a video with you telling us all this. Can’t wait to virtually e-meet you!

SKILL REQUIREMENT

Quickbooks Construction And Engineering Online Bookkeeping

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Bookkeeper with Construction Office Experience

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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