Bookkeeper & Billing Specialist — Payroll & Admin

GovFirst; Hampton (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

GovFirst is seeking a detail-oriented Bookkeeper to support financial, payroll, billing, and administrative operations in Hampton, VA. This role maintains accurate financial records and coordinates with project teams to ensure timely invoicing and reporting. The ideal candidate has at least two years of administrative support experience, with working knowledge of payroll, budgeting, and accounting principles.

Proficiency in Excel and familiarity with project databases is required. U.S.

Qualifications

• Minimum of two (2) years of administrative support experience in a professional office environment.
• Previous bookkeeping experience with working knowledge of payroll, budgeting, accounting principles, and financial reporting.
• Familiarity with financial and project databases such as Claris FileMaker, Microsoft Access, or similar systems.
• Advanced proficiency in Microsoft Excel, including complex formulas and functions.
• Strong written and verbal communication skills.
• Excellent organizational, analytical, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy.

Responsibilities

• Facilitate new hire documentation and onboarding in coordination with the corporate office.
• Enter and maintain employee records, salary information, access badge information, personnel photos, and related data in the project database.
• Collect, review, and enter employee timesheets from multiple project locations and subcontractors.
• Verify timesheets against supervisor reports and resolve payroll discrepancies.
• Maintain labor charge codes within the corporate payroll system.
• Assist employees with benefits-related questions and personnel documentation.
• Maintain personnel, client, and subcontractor contact lists.
• Assemble labor, subcontractor, equipment, and project cost information for client billing.
• Perform detailed cost calculations and maintain accurate financial records within the project database.
• Prepare, review, and assist in finalizing monthly client invoices.
• Coordinate updates to labor charge codes and direct project expenses with clients, subcontractors, and the corporate office.
• Maintain billing, payroll, and holiday calendars.
• Submit and reconcile expense reports.
• Develop and generate reports using the project database to support contract compliance, project management, and financial reporting.
• Compile project safety metrics and assist with compliance reporting.
• Assist with compliance with federal, state, and local regulations.
• File required reports and recommend corrective actions when necessary.
• Prepare regularly scheduled management reports and supporting documentation.
• Answer and direct incoming phone calls.
• Organize meetings, appointments, and project schedules.
• Produce and distribute correspondence, reports, forms, letters, and project documentation.
• Develop and maintain organized filing systems.
• Order office supplies, equipment, and services as authorized.
• Provide general administrative support to project staff, clients, subcontractors, and the public.
• Respond to inquiries and provide requested information professionally.
• Manage multiple projects and deadlines simultaneously.
• Perform additional duties as assigned by supervisors or the USF Senior Project Manager.

Skills

Payroll understanding

Budgeting

Accounting principles

Excel (advanced)

Time management

Communication skills

Organizational skills

Data entry

Education

High School Diploma or GED

Bachelor's degree in Business/Accounting/Finance/Data Science or related field

Tools

Claris FileMaker

Microsoft Access

Job description

GovFirst is seeking a detail-oriented Bookkeeper to support financial, payroll, billing, and administrative operations in Hampton, VA. This role maintains accurate financial records and coordinates with project teams to ensure timely invoicing and reporting. The ideal candidate has at least two years of administrative support experience, with working knowledge of payroll, budgeting, and accounting principles.

Proficiency in Excel and familiarity with project databases is required. U.S.