Bookkeeper & Admin Services

Mason Engineering

7h•Remote

About The Position

We are seeking a highly organized and detail-oriented Bookkeeper and Office Manager to lead our financial record-keeping and administrative operations. With over five years of experience, the ideal candidate will be a "Full Charge" professional capable of managing all aspects of the general ledger, financial reporting, and payroll, while ensuring the office runs smoothly on a day-to-day basis. You will serve as the backbone of the company, acting as a liaison between staff, management, and external vendors/CPAs.

Requirements

Experience: 5+ years of demonstrable experience in a combined Bookkeeping and Office Management role.
Software Proficiency:
Advanced QuickBooks: Expert-level knowledge of QuickBooks (Desktop or Online) is required.
Microsoft Excel: High proficiency with advanced functions (VLOOKUPs, Pivot Tables, Formulas).
General Tech: Comfortable with Google Workspace, Zoom, and project management tools (e.g., Asana, Trello).
Education: Bachelor’s degree in Accounting, Finance, or Business Administration preferred (Associates degree with significant experience also considered).
Autonomy: Ability to work independently with minimal supervision and exercise high-level decision-making.
Discretion: Proven ability to handle sensitive financial and personnel information with absolute confidentiality.
Communication: Exceptional verbal and written communication skills for interacting with clients, vendors, and staff.
Problem-Solving: A proactive "get-it-done" attitude with the ability to troubleshoot operational or financial discrepancies.

Nice To Haves

Certifications: Certified Bookkeeper (CB) or QuickBooks ProAdvisor certification is a significant plus.

Responsibilities

Full Charge Bookkeeping & Financial Management
General Ledger: Maintain a complete and accurate general ledger; record all daily financial transactions including receipts, disbursements, and journal entries.
Accounts Payable/Receivable: Manage the full A/P cycle (vendor bills, payment scheduling, and aging reports) and A/R cycle (invoicing, collections, and payment application).
Reconciliations: Perform monthly bank, credit card, and investment account reconciliations to ensure 100% accuracy.
Financial Reporting: Prepare and present monthly, quarterly, and annual financial statements (P&L, Balance Sheet, Cash Flow) for executive review.
Year-End & Audit Prep: Lead the year-end closing process and collaborate with the company’s CPA for tax preparation and annual audits.
Tax Compliance: Prepare and file sales tax returns, 1099s, and other required regulatory filings.
Office Management & Administration
Operations: Oversee daily office operations, including mail distribution, filing systems (digital and physical), and maintaining office equipment.
Vendor Management: Act as the primary point of contact for external vendors, insurance brokers, and service providers; negotiate contracts and manage renewals.
Procurement: Monitor and order supplies to ensure a productive environment.
Executive Support: Provide administrative support to leadership, including calendar management, travel arrangements, and meeting coordination.
HR & Payroll Administration
Payroll Processing: Manage end-to-end payroll (weekly/bi-weekly), including commission calculations, expense reimbursements, and payroll tax compliance.
Onboarding: Facilitate the onboarding process for new hires, including background checks, benefits enrollment, and equipment setup.
Personnel Records: Maintain confidential employee files and track PTO/sick leave.