Job Summary
We are looking for a highly organized and detail-oriented Office Administrator / Bookkeeper to manage daily office operations, bookkeeping, scheduling, and administrative coordination. The ideal candidate has hands-on experience with QuickBooks Desktop (QBD) and QuickBooks Online (QBO), is comfortable handling invoicing, payments, and vendor communications, and can thrive in a quick-paced workplace supporting multiple business units.
Responsibilities
Maintain accurate financial records in QuickBooks Desktop and Online
Schedule service calls, installations, and deliveries for technicians and drivers
Maintain calendars, job sheets, and work orders
Communicate with customers and suppliers to confirm appointments and delivery timelines
Maintain organized filing systems (digital and physical)
Assist with purchase orders and job costing
Manage email correspondence and customer inquiries
Record bills, deposits, payments, and journal entries
Reconcile bank and credit card statements
Track accounts receivable and accounts payable
Generate and send invoices; follow up on overdue payments
Prepare basic reports for management (sales, expenses, profit summaries, etc.)
Qualifications:
Experience in bookkeeping or office administration (2+ years preferred)
Working knowledge of QuickBooks Desktop (QBD) and QuickBooks Online (QBO) would be a strong asset
Solid organizational and multitasking abilities
Valuable written and verbal communication skills
Comfortable using Microsoft Office or Google Workspace
Experience in the construction, HVAC, or distribution industry is considered an asset, but not required
A proactive, detail-oriented attitude and willingness to learn