Bookkeeper + Office Manager
Austin, TX
This is a part-time, direct hire position with the following on-site schedule: Tuesday, Wednesday, Thursday from 9:30am - 3:30pm. This is an on-site position at the company’s office in South Austin.
Job Description
We have been engaged by our client to find an additive Bookkeeper + Office Manager. This team player will have an important role in supporting the financial accuracy, organization, and day-to-day operations of the firm.
This position will be responsible for managing the company’s routine accounting activities, including accounts payable, accounts receivable, job-cost tracking, credit card reconciliation, and financial recordkeeping.
At its core, this role is about helping the company operate with accuracy, consistency, and organization. The Bookkeeper + Office Manager will ensure that invoices are properly recorded, expenses are assigned to the correct projects and cost categories, bills are paid on time, client receivables are tracked, and the company’s financial records remain current and dependable.
This person will work closely with the Director of Operations, company leadership, project managers, vendors, and outside accounting professionals. In addition to bookkeeping responsibilities, the position will help manage the daily needs of the office and provide general administrative and operational support wherever needed.
Duties and Responsibilities
Bookkeeping + Financial Administration
- Manage the company’s day-to-day bookkeeping and financial recordkeeping.
- Maintain accurate and organized financial records within QuickBooks.
- Manage accounts payable, including receiving, reviewing, entering, and processing vendor invoices.
- Ensure bills are paid accurately and on time while maintaining clear documentation and approval records.
- Manage accounts receivable, including preparing invoices, tracking outstanding balances,recording payments, and following up on past-due accounts.
- Monitor company bank accounts and assist with regular bank reconciliations.
- Reconcile company credit cards and employee expenses through Ramp.
- Review receipts, credit card transactions, reimbursements, and supporting documentation for completeness and accuracy.
- Maintain accurate vendor records, payment information, W-9s, and other required accounting documentation.
- Assist with monthly financial closeout procedures and help ensure all transactions are properly recorded before each accounting period is closed.
- Work with the Director of Operations, company leadership, and the company’s CPA to provide accurate and timely financial information.
- Assist with preparing financial reports, account summaries, supporting schedules, and other documentation as requested.
- Help maintain organized digital and physical accounting files that are easy to understand, access, and review.
Construction Job-Cost Accounting
- Review vendor and subcontractor invoices and assign each expense to the correct project, phase, cost code, and budget category.
- Maintain accurate job-cost information across the company’s architecture, interiors, construction, and furnishings projects.
- Understand the relationship between vendor invoices, project budgets, purchase orders, contracts, allowances, and client billing.
- Work with project managers and the Director of Operations to clarify invoice coding, resolve discrepancies, and ensure expenses are assigned correctly.
- Monitor job costs and help identify missing invoices, duplicate charges, incorrect coding, or expenses that appear inconsistent with the project budget.
- Assist with tracking committed costs, actual costs, client payments, vendor payments, and remaining project balances.
- Help maintain accurate records for change orders, allowances, reimbursable expenses, and owner selections when applicable.
- Support the preparation of project-specific financial reports and job-cost summaries for company leadership.
- Help ensure the financial information associated with each project is accurate, current, and dependable enough to support company decision-making.
Operational + Administrative Support
- Work closely with the Director of Operations to support the organization and day-to-day operations of the company.
- Assist with maintaining company records, vendor files, insurance documents, employee documentation, agreements, and other operational files.
- Help organize and improve internal systems, processes, and administrative procedures.
- Assist with gathering documents, entering information, following up with vendors, and completing other administrative tasks needed to keep projects and the company moving forward.
- Support company leadership and team members with scheduling, document preparation, correspondence, data entry, and other general office needs as requested.
- Handle routine errands, deliveries, pickups, and other local administrative needs.
- Help coordinate office maintenance, service providers, deliveries, and supply orders.
- Approach both financial and administrative responsibilities with discretion, professionalism, and a willingness to help.
Office Management
- Help maintain a clean, organized, welcoming, and fully functioning office environment. Monitor and replenish office supplies, printer paper, ink, mailing supplies, and other commonly used materials.
- Maintain kitchen supplies, beverages, snacks, coffee, and other hospitality items for employees, clients, and guests.
- Keep shared office spaces, conference rooms, storage areas, and common-use materials organized.
- Receive and distribute mail, packages, invoices, and deliveries.
- Assist with preparing the office for client meetings, presentations, company gatherings, and special events.
- Identify routine office needs before they become problems and take initiative to address them. Be willing to step into everyday tasks—large or small—that help the office and the broader team operate effectively.
Qualifications
- Prior experience in bookkeeping, accounting support, office management, or a related administrative financial role.
- Strong working knowledge of QuickBooks is required.
- Experience with Ramp or a similar corporate credit card and expense-management platform is preferred.
- Experience with accounts payable, accounts receivable, bank reconciliations, credit card reconciliation, and general ledger recordkeeping.
- Construction accounting or job-cost accounting experience is strongly preferred.
- Ability to review an invoice and accurately assign it to the appropriate project, phase, cost code, and budget category.
- Strong understanding of financial organization, documentation, and internal recordkeeping.
- Comfortable working with spreadsheets, financial reports, invoices, receipts, budgets, and detailed project information.
- Strong organizational skills with the ability to manage recurring responsibilities, deadlines, and multiple active projects.
- Exceptional attention to detail and a commitment to accuracy.
- Ability to recognize discrepancies, investigate questions, and follow through until an issue is resolved.
- Strong written and verbal communication skills.
- Ability to communicate professionally with clients, vendors, subcontractors, employees, project managers, and company leadership.
- High level of discretion, integrity, accountability, and good judgment when handling confidential financial and company information.
- Proactive, dependable, resourceful, and willing to take ownership of both accounting responsibilities and everyday office needs.
- Comfortable working in a growing company where responsibilities may evolve and team members are expected to help wherever needed.
- Friendly, professional, service-oriented, and collaborative personality.
Pay & Benefits Summary
Pay is commensurate with experience.
Pay: From $35.00 per hour
Benefits
Experience
- Microsoft Excel: 2 years (Required)
- QuickBooks: 2 years (Required)
Work Location: In person
