Bookkeeper

US Facilities • Hampton, VA

5d

About The Position

U.S. Facilities, Inc., a consolidated facility management service company, is seeking Bookkeepers to support project administration, payroll, billing, reporting, and general office operations. The position includes maintaining personnel and project information in a locally administered FileMaker-based database, collecting and validating timesheets, compiling project costs, and preparing monthly client invoices. It also supports compliance, safety metrics, employee benefits inquiries, and communications with the client, subcontractors, and corporate office.

This position is designated as essential. Duties may be required during emergency situations, including inclement weather, disaster response, and emergency operations, as determined by management. Pre-employment requirements include a fingerprint-based Criminal History Records Check, drug screening, and a DMV records check. Applicants must be at least 18 years old and hold a Virginia driver’s license in good standing.

Requirements

• High school diploma or GED equivalent required.
• At least 18 years of age.
• Virginia driver’s license in good standing; a valid driver’s license is required.
• Pass a pre-employment fingerprint-based Criminal History Records Check.
• Pass pre-employment drug screening.
• Pass a DMV records check.

Nice To Haves

• Bachelor’s degree in business, accounting, finance, data science, or a related field preferred.

Responsibilities

• Facilitate new-hire documentation and onboarding with the corporate office.
• Enter and maintain personnel records, photos, access badge information, codes, and salary information in the locally administered project database.
• Collect and enter personnel timesheets from worksites and subcontractors into the project database.
• Maintain labor charge codes in the corporate payroll system.
• Verify personnel timesheets against field documentation and supervisor reports.
• Investigate and resolve timesheet discrepancies with personnel and supervisors.
• Assemble personnel, subcontractor, equipment, and other direct costs for project billing; enter information in the project database and perform cost calculations and processes.
• Prepare, review, and assist with finalizing monthly project invoices to the client.
• Develop statistical reports for contract compliance and project management.
• Understand, disseminate, and respond to inquiries about corporate and client policies.
• Assist personnel with benefits information.
• Coordinate with the client, subcontractors, and corporate office on updates to charge codes for labor, project tasks, and client-authorized direct expenses.
• Maintain billing, payroll, and holiday calendars for personnel and subcontractors.
• Develop and run scripts in the project database to prepare reports.
• Compile and assist with project safety metrics.
• Support compliance with federal, state, and local legal requirements by studying requirements, supporting adherence, filing required reports, and advising management on needed actions.
• Support management goals and initiatives as part of the team.
• Answer and direct phone calls as needed.
• Organize and schedule appointments and meetings.
• Maintain personnel, client, and subcontractor contact lists.
• Produce and distribute correspondence, memos, letters, faxes, and forms.
• Assist in preparing regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies, services, and equipment as authorized by a supervisor and/or USF Senior Project Manager.
• Submit and reconcile expense reports.
• Provide general support to the client and/or public, and respond to questions and requests.
• Handle multiple projects and tasks concurrently.
• Perform other duties as assigned by a supervisor and/or USF Senior Project Manager.

Benefits

• Vacation
• Sick time
• Paid holidays
• 401(k)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED