Full-Cycle Bookkeeper & Office Manager (Construction)

ABOUT US

We are an established small construction company in Sonoma County specializing in residential and small commercial projects, including renovations, exterior repairs, property improvements and new developments. Our service territory is Sonoma, Marin and Napa counties. As a small business, our success depends on good communication skills, strong organization, financial accuracy, and smooth daily operations.

We are seeking a dependable and experienced Full-Cycle Bookkeeper & Office Manager part-time (30hrs a week) to serve as the administrative and financial hub of our company. This role supports owner, project teams, employees, and subcontractors by keeping accounting, payroll, HR, and office operations running efficiently.

POSITION OVERVIEW

This hybrid role combines full-cycle accounting, office administration with knowledge of payroll and HR for approximately 20 employees. The ideal candidate is highly organized, proactive, and comfortable wearing multiple hats in a fast-paced construction environment.

You will manage financial records, oversee office workflows, process payroll, and support employee onboarding and compliance while helping leadership maintain strong operational visibility.

KEY RESPONSIBILITIES

Bookkeeping & Accounting
Manage full-cycle bookkeeping operations
Accounts payable including vendor and subcontractor payments
Accounts receivable, invoicing, and collections
Track job costing by project (labor, materials, subcontractors)
Bank, credit card, and loan reconciliations
Maintain general ledger and journal entries
Asset depreciation
Prepare monthly financial statements and reports to senior Board members.
Prepare documentation for CPA and year-end tax filings
Maintain W-9s and process 1099 subcontractor reporting
Provide necessary financial reporting for WC/GL audits

Payroll Administration
Process biweekly payroll
Track employee hours and labor allocation to projects
Maintain payroll records and compliance
Manage employee deductions, benefits coordination, and PTO tracking
File necessary forms with EDD.
File necessary time keeping activities with CA prevailing wages (when applicable).

HR & Employee Support
Coordinate employee onboarding and offboarding
Maintain personnel files and HR documentation
Assist with hiring administration and job postings
Ensure compliance with labor laws and company policies
Support workers compensation reporting
Maintain employee handbook and HR procedures
Coordinate OSHA Safety Manuals and tracking routine training requirements

Office Management
Oversee daily office operations and administrative workflow
Manage vendor communications and office supplies
Support project managers with administrative needs
Maintain organized digital and physical filing systems
Coordinate insurance certificates, building permits/licenses, and renewals
Coordinate maintenance of vendor management portals
Serve as primary administrative contact for internal operations

REQUIRED QUALIFICATIONS
Must be able to pass a background check
10+ years of experience in bookkeeping or accounting
Experience in construction or contractor environment strongly preferred
Strong understanding of job costing and project accounting
Payroll processing experience required
Working knowledge of HR administration practices
Expert level of proficiency with QuickBooks (Online or Desktop)
Intermediate experience with MS Office365 products
Advanced experience with spreadsheets (importing/exporting data, filtering/sorting data, creating formulas, tables & charts)
Excellent organizational & communication abilities
Ability to work independently while managing multiple priorities
Manage and coordinate activities for Sales Support office assistant

PREFERRED EXPERIENCE
QuickBooks Small Business Online /Desktop
QuickBooks payroll or certified payroll
Knowledge of subcontractor compliance and lien releases
Experience supporting small business ownership directly
Familiarity with construction management software

WHAT WE OFFER

Key leadership-support role within company
Stable opportunity
Collaborative small-team environment
Competitive compensation based on experience
Opportunity to improve systems and processes

HOW TO APPLY

Please submit your resume along with a brief description of your experience in bookkeeping, payroll, and office management:

Subject Line: Bookkeeper & Office Manager Application

Provide the following information:
Professional Resume (pdf format)
(3) business references (within the last 3-5 years)
(2) personal references

Please do NOT contact office directly or application will be disqualified.