Bookkeeper/Administrative Assistant

Job Overview

We are seeking a dynamic and detail-oriented Bookkeeper/Administrative Assistant to join our team! This vital role combines essential bookkeeping responsibilities with administrative support, ensuring smooth office operations and accurate financial management. The ideal candidate will be energetic, highly organized, and possess excellent communication skills.

You will play a key role in maintaining financial records, managing front desk duties, and providing exceptional customer service to clients and team members alike. This paid position offers an exciting opportunity to grow your skills in a fast-paced, supportive environment.

If you have solid bookkeeping fundamentals and great organizational skills, we want to hear from you. Construction accounting and our specific software (Sage 100 Contractor, LCPtracker) can be learned on the job — we will train the right person. We care more about finding someone reliable, organized, and eager to learn than someone who already knows every piece of our software.

If you have a strong bookkeeping foundation and the right attitude, we'll get you up to speed on the rest.

Duties

Bookkeeping & Financial (primary focus)

• Enter and code daily transactions in Sage 100 Contractor across two entities (Zenith & Worknest LLC)
• Process accounts payable and receivable; track expenses and manage invoicing
• Reconcile bank and credit card accounts monthly
• Run semi-monthly payroll and apply prevailing wage rates for applicable union trades
• Prepare certified payroll reports for IDOT and municipal projects (training provided on LCPtracker)
• File quarterly payroll taxes (Forms 941, IL-941) and prepare annual W-2s and 1099s
• Maintain vendor files and W-9 records
• Generate job cost reports and budget-vs-actual summaries by project
• Support our CPA at tax time with organized records and financial statements

Administrative & Office Support

• Serve as the first point of contact — greet visitors, answer multi-line phones, and handle inquiries professionally
• Manage calendars, schedule appointments, and coordinate internal meetings
• Maintain organized filing systems for financial documents, contracts, and compliance records
• Prepare correspondence, proofread documents, and assist with reports using Microsoft Office and Google Workspace
• Provide general office support to the principal and project team as needed

Skills

Must-Haves

• At least 2 years of bookkeeping or accounting experience (any industry)
• Comfortable with QuickBooks or Sage 100 Contractor accounting software
• Strong organizational skills and attention to detail
• Professional phone and email communication
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace
• Ability to handle multiple tasks and shifting priorities without dropping the ball

Nice to Have (Not Required)

• Prior experience in construction, trades, or public works accounting
• Familiarity with Sage 100 Contractor, LCPtracker, or Aatrix
• Knowledge of certified payroll or prevailing wage requirements
• Experience managing books for more than one entity
• Bilingual (English/Spanish) — a genuine plus given our project environments
• Associate's or Bachelor's degree in Accounting, Finance, or Business
• Background in medical, dental, or legal office administration

Join us to be part of a vibrant team where your organizational talents and positive attitude will make a real difference! We value energetic professionals eager to contribute their skills while growing within a supportive workplace.

Pay: $24.99 - $35.00 per hour

Benefits

• Flexible schedule
• Paid time off
• Parental leave

Work Location: In person