Office Manager / Bookkeeper

D G Roofing•St. Johnsbury, VT

9d•Onsite

About The Position

DG Roofing is seeking an organized, dependable, and detail-oriented Office Manager / Bookkeeper to take ownership of daily office administration and ensure the financial side of the business runs smoothly. This role is crucial for the daily operations of the company, involving close collaboration with ownership, project management, field personnel, customers, and vendors. A primary responsibility will be maintaining accurate daily bookkeeping using QuickBooks Online (QBO), including accounts payable, accounts receivable, reconciliations, customer invoicing, vendor management, financial recordkeeping, and assisting management with timely financial reporting. The ideal candidate is comfortable with numbers, understands basic accounting principles, is highly organized, and can manage multiple priorities in a fast-moving construction environment.

Requirements

Previous bookkeeping, office management, administrative, or accounting experience.
QuickBooks Online experience strongly preferred.
Working knowledge of accounts payable and accounts receivable.
Understanding of basic bookkeeping and accounting principles.
Strong attention to detail and commitment to maintaining accurate financial records.
Strong computer skills, including Microsoft Office and/or Google Workspace.
Excellent organizational, communication, and time-management skills.
Ability to prioritize responsibilities, work independently, and maintain confidentiality.
Strong problem-solving skills and willingness to investigate discrepancies.
A dependable, professional, and team-oriented attitude.

Nice To Haves

Construction, roofing, specialty trade, or service-business experience is highly desirable.
Experience with job costing, progress billing, customer deposits, or construction bookkeeping is a plus.

Responsibilities

Maintain accurate daily bookkeeping and financial records using QuickBooks Online.
Record and properly categorize business income, expenses, payments, deposits, and other transactions.
Manage accounts payable, including vendor bills, statements, payment schedules, and supporting documentation.
Manage accounts receivable, including customer invoicing, payment posting, collections follow-up, and monitoring outstanding balances.
Maintain accurate customer and vendor records.
Review transactions for proper general ledger account and job/project coding.
Maintain organized documentation for receipts, invoices, bills, purchase orders, and other financial records.
Assist management with monitoring cash flow, outstanding receivables, upcoming payables, and other financial obligations.
Generate and review QuickBooks reports, including Profit & Loss, Balance Sheet, A/R Aging, A/P Aging, and customer/job reports.
Assist with month-end bookkeeping procedures and prepare organized records for the company's accountant, CPA, or tax professionals.
Identify discrepancies or unusual transactions and proactively work with management to resolve them.
Oversee the organization and daily administrative functions of the office.
Answer and direct incoming telephone calls and emails professionally.
Assist with customer communications, scheduling, and follow-up.
Maintain organized customer, vendor, employee, and project documentation.
Coordinate paperwork between the office, project managers, sales team, and field personnel.
Assist with customer contracts, proposals, purchase orders, work orders, warranties, and project documentation.
Track certificates of insurance, vendor documentation, permits, and other administrative requirements when applicable.
Maintain organized electronic and physical filing systems.
Assist management with scheduling, correspondence, reporting, and other administrative needs.
Help develop and improve office procedures to increase efficiency and organization.
Administer new hire employment forms and onboarding processes.
Manage employee data entry and maintenance within the QuickBooks payroll system.
Ensure compliance with immigration employment laws and documentation requirements.
Stay current with changing employment laws and regulations to ensure company compliance.
Maintain accurate customer and job information within QuickBooks Online.
Help ensure material, subcontractor, equipment, and other project-related expenses are assigned to the appropriate jobs.
Assist management with tracking project costs and profitability.
Coordinate vendor invoices and purchase documentation with specific roofing projects.
Support project managers with administrative documentation.
Help ensure completed work is invoiced accurately and promptly.
Monitor outstanding customer balances and assist with collections.
Maintain documentation necessary for warranties, project closeout, and customer records.