Accounting/ Office Administrator

XAMMAX, LLC; Sugar Land (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

XAMMAX, LLC seeks a detail-oriented Accountant / Office Administrator to manage day-to-day accounting, financial reporting, and office operations. The role supports transitioning from QuickBooks to Jonas Construction Software, handling POC schedules, WIP reports, and job-cost tracking for ongoing electrical projects.

The position also covers office administration and basic HR support, including payroll coordination, records upkeep, and compliance tasks.

Qualifications

• 3+ years of accounting/bookkeeping experience, ideally in construction, contracting, or a project-based industry.
• Working knowledge of percentage-of-completion accounting and job costing methods.
• Proficiency with QuickBooks (Desktop or Online); willingness and ability to learn Jonas Construction Software.
• Strong Excel skills and general comfort with financial reporting tools.

Responsibilities

• Maintain full-cycle accounting: accounts payable, accounts receivable, payroll support, general ledger, and bank reconciliations.
• Prepare and maintain percentage-of-completion (POC) schedules and work-in-progress (WIP) reports for active electrical construction jobs.
• Track job costing by project, including labor, materials, subcontractor costs, and change orders.
• Process and reconcile progress billings (AIA-style pay applications), retainage, and lien waivers as required.
• Support monthly, quarterly, and year-end close, including accruals and job cost adjustments.
• Assist with cash flow monitoring and budget-to-actual reporting for ongoing projects.
• Prepare financial statements and reports for ownership/management review.
• Coordinate with the company's CPA/tax preparer for annual filings and audits as needed.
• Support the migration of accounting data and processes from QuickBooks to Jonas Construction Software.
• Help establish and document new accounting workflows, chart of accounts, and job cost structures within Jonas.
• Participate in Jonas training and act as a go-to resource for day-to-day system questions once live.
• Identify and troubleshoot data discrepancies during and after the transition.
• Serve as the primary point of contact for general office operations — phones, correspondence, vendor accounts, and supplies.
• Maintain organized project and vendor files, contracts, certificates of insurance, and licensing documentation.
• Support scheduling, permitting paperwork, and coordination between field crews and the office.
• Assist ownership with day-to-day administrative needs as they arise.
• Maintain employee records, including onboarding paperwork, certifications, and required construction-industry documentation (e.g., OSHA cards, licenses).
• Support payroll processing in coordination with the payroll provider, including timekeeping review for field employees.
• Assist with benefits administration enrollment and basic employee relations questions.
• Help ensure compliance with basic HR recordkeeping and labor law requirements (I-9s, EEO postings, etc.).
• Support recruiting and onboarding logistics for new hires as needed.

Skills

Construction accounting

POC accounting

Job costing

Financial reporting

Tools

QuickBooks (Desktop or Online)

Jonas Construction Software

Excel

Job description

We are seeking a detail-oriented Accountant / Office Administrator to manage the company's day-to-day accounting, financial reporting, and office operations. This role is central to keeping project financials accurate as the company transitions its accounting platform from QuickBooks to Jonas Construction Software. The ideal candidate has hands-on construction accounting experience — including percentage-of-completion (POC) accounting — and is comfortable wearing an office-administration hat alongside core HR support duties.

Key Responsibilities

Accounting & Financial Management

• Maintain full-cycle accounting: accounts payable, accounts receivable, payroll support, general ledger, and bank reconciliations.
• Prepare and maintain percentage-of-completion (POC) schedules and work-in-progress (WIP) reports for active electrical construction jobs.
• Track job costing by project, including labor, materials, subcontractor costs, and change orders.
• Process and reconcile progress billings (AIA-style pay applications), retainage, and lien waivers as required.
• Support monthly, quarterly, and year-end close, including accruals and job cost adjustments.
• Assist with cash flow monitoring and budget-to-actual reporting for ongoing projects.
• Prepare financial statements and reports for ownership/management review.
• Coordinate with the company's CPA/tax preparer for annual filings and audits as needed.

Jonas / Systems Transition

• Support the migration of accounting data and processes from QuickBooks to Jonas Construction Software.
• Help establish and document new accounting workflows, chart of accounts, and job cost structures within Jonas.
• Participate in Jonas training and act as a go-to resource for day-to-day system questions once live.
• Identify and troubleshoot data discrepancies during and after the transition.

Office Administration

• Serve as the primary point of contact for general office operations — phones, correspondence, vendor accounts, and supplies.
• Maintain organized project and vendor files, contracts, certificates of insurance, and licensing documentation.
• Support scheduling, permitting paperwork, and coordination between field crews and the office.
• Assist ownership with day-to-day administrative needs as they arise.

HR Support

• Maintain employee records, including onboarding paperwork, certifications, and required construction-industry documentation (e.g., OSHA cards, licenses).
• Support payroll processing in coordination with the payroll provider, including timekeeping review for field employees.
• Assist with benefits administration enrollment and basic employee relations questions.
• Help ensure compliance with basic HR recordkeeping and labor law requirements (I-9s, EEO postings, etc.).
• Support recruiting and onboarding logistics for new hires as needed.

Requirements

Required

• 3+ years of accounting/bookkeeping experience, ideally in construction, contracting, or a project-based industry.
• Working knowledge of percentage-of-completion accounting and job costing methods.
• Proficiency with QuickBooks (Desktop or Online); willingness and ability to learn Jonas Construction Software.
• Strong Excel skills and general comfort with financial reporting tools.