Job Summary

The Bookkeeper/Administrative Assistant is responsible for ensuring financial accuracy and operational organization of all projects. This hybrid role supports job costing, bookkeeping, project purchasing, travel coordination, Monday.com hours management, and administrative operations. The ideal candidate is meticulous, highly organized, detail-oriented, proactive, and comfortable managing multiple workflows with precision and consistency.

This role is essential to maintaining clean financials, supporting project management and procurement teams, and reinforcing operational structure as the company grows.

Core Responsibilities

Bookkeeping & Job Costing (40%)

Code all transactions daily in QuickBooks with absolute accuracy.
Maintain clean chart-of-accounts alignment across all projects and expenses.
Responsible for project invoices.
Track and allocate design labor, product costs, freight, tax, and reimbursables by project.
File multiple state sales taxes monthly.
Prepare monthly job costing reports in partnership with Operations.
Coordinate with the outsourced accountant (if applicable).

Monday.com Hours Management (15%)

Pull designer hours weekly from Monday.com Time Tracking.
Update hours into Excel (Capacity Planning, Labor Budgets, Profitability Sheets).
Reconcile hours to projects.
Provide weekly and monthly time/burn-rate summary reports to Operations and PMs.

Purchasing & Trael Coordination (30%)

Assistant Purchasing department with ordering spreadsheets.
Support Procurement with setting up new trade accounts.
Arrange install travel: flights, hotels, car rentals.
Collect and track travel receipts for expense management.

Administrative & Operations Support (15%)

Manage internal financial forms and templates.
Assist with internal admin (accounts setup, policy distribution).
Prepare weekly, monthly, and quarterly reports for leadership meetings.
Assist Operations with special projects and process improvements.

Skills & Qualifications

5+ years’ accounting or bookkeeping experience (required).
Experience with job costing (required).
QuickBooks Online proficiency (required).
Experience with Monday.com, or similar project management platform.
Strong Excel skills.
Background in design, construction, purchasing, or logistics (preferred).
Highly detail-oriented, organized, and accurate.
Strong communication skills and ability to support multiple teams.

Join us in this engaging role where your expertise will directly impact our organization’s financial integrity while supporting our administrative operations. We value energetic professionals who are eager to grow their skills in a collaborative environment dedicated to excellence.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

Dental insurance
Health insurance
Paid time off
Vision insurance

Work Location: In person

Raegan Ford Design

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