full charge bookkeeper / office manager

April, 2023

Position Overview - Full Charge Bookkeeper
We are looking for a detail oriented, highly organized, motivated individual to oversee and manage the accounting practices of multiple business entities for a high-end residential construction company. Our office environment is a close-knit team of under 10 members. It is critically important that our bookkeeper thrive in a role that balances professional autonomy with interpersonal collaboration.

Essential Job Functions

• Prepare and manage preliminary and final construction budgets for the duration of the project.
• Prepare and obtain construction financing and loan approval from public and private financial institutions.
• Assist in receiving and qualifying vendor and trade partner estimates.
• Create and send purchase orders to all trade partners and vendors.
• Receive, approve, and process all weekly accounts payable for general operating expenses.
• Receive, approve, and process monthly accounts payable for all current projects for timely payment to vendors and trade partners.
• Prepare and submit construction draw requests to financial institutions at end of the month.
• Create monthly client invoices, based costs incurred throughout the month, in coordination with Project Manager.
• Possess general knowledge of construction schedules and workflow to analyze financial needs.
• Final close out accounting for all completed homes, review closing statements, payoff amounts, and loan reconveyance.
• Prepare monthly reports for financial institutions and owner review.
• Maintain and reconcile all monthly bank statements and interest payment accounts.
• Prepare monthly cash flow statements and forecast annual cash flow needs.
• Manage monthly balance sheet reconciliation for work in progress.
• Prepare quarterly financial statements for financial institutions and owner review.
• Manage all vendor and trade partner insurance requirements and requests.
• Manage current inventory spreadsheet and work in progress spreadsheets.
• Submit monthly payroll submissions to payroll provider.
• Manage all SAIF paperwork and claims.
• Administer 401k program and submittal requirements.
• Prepare and send all year end accounting and reports to CPA in preparation of tax returns.
• Manage quarterly and annual tax payments.

Position Overview- Office Manager
Facilitate and assist in the general daily operations of Structure Development NW. Analyze and improve organizational processes and communication with the goal of improving efficiency, productivity, and quality.

Essential Job Functions

• Continue to improve, facilitate, and implement consistent format for project checklists, operational and trade procedures, punchlists and warranty process.
• Continue to refine systems in Builder Trend; help implement checklists, schedules, trade procedures, punchlists and warranty tracking system.
• Maintain master database with both past clients and prospects in full detail.  
• Assist in preparation of project specifications, standards and bid documents.
• Send bid documents and specifications to trade partners and vendors for project estimates.
• Manage submittal process within the community HOA Architectural Review Committees.
• Manage submittal process with local jurisdictions for building permits.
• Maintain and update company website on a weekly basis. Upload photos, plans, and marketing verbiage, as necessary.
• Create home orientation folders, register appliances, create warranty signoffs, as necessary. Assemble and order warranty manuals.
• Submit all completed homes for vendor rebates and refunds. Research additional opportunities for vendor rebates.
• Main greeter at front desk, for meetings, deliveries, potential clients, etc.
• General Office- ordering all office supplies, picking up mail, printer maintenance, running errands, create project binders, picking up and returning samples, etc.

Experience/Qualifications

• Must possess extensive knowledge and experience with QuickBooks Pro Contractor Version.
• Bachelor’s degree is preferred or 5+ years of accounting experience.
• Excellent accounting and technical skills.
• Strong written and communication skills.
• Ability to lead and manage the accounting process for all projects in collaboration with other team members.
• Background check will be required.

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Structure Development NW is a drug free workplace, please reference the Drug and Alcohol Policy for additional information.