Virtual Bookkeeper & Project Coordinator

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TYPE OF WORK

Full Time

SALARY

5-10

HOURS PER WEEK

40

DATE UPDATED

Jul 10, 2026

JOB OVERVIEW

ABOUT US
Pacific Commercial Property Services, Inc. is a woman-owned commercial property maintenance and general contracting company based in Southern California. We serve property managers, and commercial clients across the Inland Empire and greater SoCal region, providing commercial property maintenance work, ADA compliance work, facility repairs, and general contracting services.

ROLE OVERVIEW
We are looking for an experienced, detail-oriented Virtual Bookkeeper & Project Coordinator to support both the financial and operational backbone of our business. This is a high-accountability, hybrid role — not a general admin position. You will keep our books accurate and current in QuickBooks while also managing our project pipeline: coordinating with vendors and clients, tracking jobs from intake to closeout, and keeping our systems clean and audit-ready.
The ideal candidate has hands-on bookkeeping/accounting experience combined with construction or commercial facility maintenance industry exposure, and understands how field operations, subcontractors, and client communication intersect. You must be proactive, highly organized, numbers-oriented, and comfortable working independently with minimal supervision.

KEY RESPONSIBILITIES

BOOKKEEPING & ACCOUNTING
Maintain accurate day-to-day books in QuickBooks, including accounts payable, accounts receivable, and job costing
Reconcile bank and credit card statements on a regular basis
Prepare and issue client invoices, proposals, and quotes; process and track vendor bills
Track open AP/AR, follow up on outstanding payments, and process payments
Assist with vendor price comparisons and cost tracking by job
Support month-end close and prepare financial summaries for the COO/owner
Keep financial records organized and audit-ready for CPA/tax preparation

COMMUNICATION & COORDINATION
Monitor and respond to emails and messages from clients, tenants, vendors, and field technicians
Answer inbound calls and make outbound calls to confirm job details, scheduling, and follow-ups
Communicate with vendors to schedule work, confirm service completion, send reminders, and verify photo/documentation delivery
Communicate with clients regarding upcoming services, status updates, and any open items

PROJECT & JOB COORDINATION
Manage job intake from initial request through scheduling and assignment
Coordinate scheduling with technicians and subcontractors, ensuring all parties are aligned before site visits
Track job progress, action logs, timelines, and statuses across active projects
Maintain planned preventive maintenance (PPM) schedules and send proactive service reminders
Assist in creating scope of work areas and field work maps to define project boundaries and task areas
Update inspection notes and field observations on a per-day basis as needed

ADMIN, DATA & FILE MANAGEMENT
Maintain and organize digital files on Google Drive, including folder structures by month, job type, and subcontractor
Update and track vendor certificates of insurance and ensure Drive records are current
Encode job and financial data, maintain accurate logs, and keep all systems audit-ready
Manage and clean up the shared calendar on an ongoing basis
Review open jobs and AP items to confirm all required steps are completed

REQUIREMENTS
Minimum 3–5 years of bookkeeping/accounting experience, ideally within construction, facilities management, or commercial property maintenance
Solid working knowledge of QuickBooks — comfortable with AP/AR, reconciliations, invoicing, and basic reporting
Fluent in English — excellent written and verbal communication skills
Strong working knowledge of Google Workspace (Gmail, Sheets, Docs, Drive), Trello, and Excel
Experience working with US-based clients and familiarity with US construction/contractor workflows a plus
Highly detail-oriented with strong organizational habits and the ability to manage bookkeeping and multiple active jobs simultaneously
Self-directed and proactive — able to identify what needs to be done without being told every step
Fully equipped home office: reliable internet, computer, and headset
Must provide and maintain your own VoIP system with a US or toll-free number capable of making and receiving calls to/from US clients and contractors (e.g. Google Voice, RingCentral, Skype, or equivalent) — VoIP cost is the responsibility of the contractor
Available to work full-time, 40 hours/week, within the 7:00 AM – 5:00 PM Pacific Time window (equivalent to 10:00 PM – 8:00 AM Philippine Time — night shift availability is required)

PREFERRED / NICE TO HAVE
Bookkeeping certification or formal accounting coursework
Experience with PPM (planned preventive maintenance) tracking and scheduling
Familiarity with ADA compliance, commercial maintenance, or general contracting workflows
Prior experience supporting a COO, operations manager, or general manager in a contracting environment
Ability to draft professional client-facing communications independently
WHAT WE OFFER
Rate: $5–$10/hr USD depending on experience; full-time, 40 hrs/week, stable long-term engagement
Paid holidays: all 11 US federal holidays observed (New Year's Day, MLK Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas)
Paid sick leave: 5 days per year
Direct collaboration with the COO/General Manager — no layers of bureaucracy
A meaningful, varied role combining bookkeeping and coordination where your work directly impacts real project outcomes
A team that values reliability, ownership, and clear communication above all else
HOW TO APPLY
Send your application email with all of the following included:
Resume or CV highlighting relevant bookkeeping/accounting AND operations/coordination experience
Cover note (3–5 sentences) explaining why you are a strong fit for this specific role — generic intros will not be reviewed
Your QuickBooks proficiency level (basic / intermediate / advanced) and a brief description of how you have used it, including bookkeeping tasks (AP/AR, reconciliations, reporting)
One example of bookkeeping work and one example of coordination work you have done for a US-based contractor or client
Your available hours within the 7:00 AM – 5:00 PM PT window and confirmation of your VoIP setup (platform and US number)
A Loom video (2–3 minutes max): introduce yourself, walk through your relevant experience, and confirm your home office and VoIP setup
We hire on a rolling basis and move quickly for the right candidate.

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