Bookkeeper

Aston Carter•Hawthorn Woods, IL

3d•$35 - $38•Onsite

About The Position

This full-time Bookkeeper / Office Administrator role combines hands-on bookkeeping with a broad range of office administration and customer service responsibilities. You will support leadership, sales, field personnel, and operations in a friendly, low-stress environment while ensuring accurate financial records, smooth office operations, and professional communication with customers and team members.

Requirements

Proven experience as a bookkeeper or in a similar accounting and office administration role.
Proficiency with QuickBooks Online, including entering items, vendor bills, customer payments, and preparing invoices.
Hands-on experience with weekly payroll processing, preferably using QuickBooks-based payroll tools.
Strong proficiency with Microsoft Office, including Word, Excel, and Office 365.
General aptitude for learning and using software tools such as Zoom and other office applications.
Notary certificate or willingness to obtain one.
Strong organizational skills with high attention to detail and accuracy.
Excellent phone skills and comfort calling and speaking with customers and employees.
Effective written and verbal communication skills in English.
Customer service-oriented mindset with a team-focused, collaborative attitude.
Ability to manage multiple tasks, prioritize workload, and meet deadlines in a busy office environment.
Ability to reliably commute to or relocate to the Lake Zurich, IL area.

Nice To Haves

Experience in a construction industry office environment.
At least 1 year of general office or administrative experience (preferred).
At least 1 year of construction-related experience (preferred).
Spanish language skills (preferred).
Familiarity with Adaptive or similar financial planning or reporting tools (nice to have).
Experience with HubSpot or similar CRM platforms (nice to have).
Experience with human resources tasks such as onboarding, maintaining personnel files, and supporting HR processes.
Comfort working with payroll and HR-related systems and data.
Strong customer service experience, particularly in phone-based and office-based customer interactions.
Ability to adapt to new technologies and continuously improve processes.

Responsibilities

Onboard new employees and maintain accurate and up-to-date personnel files.
Coordinate and submit weekly payroll to the payroll service using QuickBooks-based payroll tools.
Support the sales team, field personnel, and operations leadership with administrative and coordination tasks.
Provide direct administrative support to the company owner and other leaders as needed.
Answer incoming phone calls promptly and professionally, routing calls and taking messages as appropriate.
Create and maintain project files, ensuring all relevant documentation is properly organized and accessible.
Create service orders and schedule service appointments in coordination with field personnel and customers.
Communicate regularly with customers and potential customers, providing excellent customer service and follow-up.
Enter and maintain accurate financial data in QuickBooks Online, including items, transactions, and account details.
Prepare and issue customer invoices in a timely and accurate manner.
Prepare proposals and related documents to support sales and project activities.
Enter vendor bills and customer payments, ensuring proper coding and reconciliation.
Assist with payroll processing, including gathering and verifying time data and coordinating with the payroll service.
Use Microsoft Office, including Excel and other Office 365 tools, to manage documents, reports, and spreadsheets.
Participate in office-wide collaboration using tools such as Zoom and other software platforms.
Learn and adapt to new software systems as needed to support accounting, payroll, and office operations.