Bookkeeper / Office Assistant (Construction & Design)

H'Arts Designs, Inc.; San Jose, Northern (CA, KY); Hybrid; USD 34,000 - 48,000; Part time

Benefits offered by this job

Mileage reimbursement

Paid holidays

Paid time off

Benefits after trial period

Job summary

H'Arts Designs, Inc. in San Jose, CA is seeking a detail-oriented Bookkeeper and Assistant to support office operations and keep financial records.

You will handle daily bookkeeping in QuickBooks Online, manage bids, invoices, project files, and coordinate with site visits as needed. Part-time, in-office role with mileage reimbursement and benefits after a trial period.

Qualifications

• Minimum of 2 years of administrative or bookkeeping experience.
• Proficiency with QuickBooks Online.
• Familiarity with construction project management software (CoConstruct/BuilderTrend/JobTread) is a plus.
• Excellent written and spoken communication; professional demeanor.
• Independent worker who can prioritize tasks and solve problems.

Responsibilities

• Handle daily bookkeeping and data entry using QuickBooks Online.
• Organize and track bids, invoices, receipts, and project photos across Dropbox and CM software.
• Coordinate quote status and deliver documents ahead of deadlines.
• Maintain detailed to-do lists, task trackers, and team calendars.
• Run local errands and occasional job-site visits to support projects.

Skills

Communication

Emotional intelligence

Self-motivation

Independent work

Tools

QuickBooks Online

CoConstruct

BuilderTrend

JobTread

Job description

Location: San Jose, CA 95134 (In-Office)
Job Type: Part-Time (3 days to start)
Compensation: $ TBD /hour (Commensurate with experience) + performance-based bonuses & mileage reimbursement

About Us

HArts Design+Build is a premier, fast-growing design and remodeling firm in San Jose. Our team is passionate, strategic, and dedicated to transforming spaces with excellence. Because we are growing rapidly, we are looking for a sharp, high-level thinker to join our seasoned team, streamline our office operations, and help build better processes for our expanding business.

If you thrive in a bustling, high-energy environment and love the satisfaction of a perfectly organized system, we want to talk to you!

Why Join Our Team?

• Growth Potential: Massive long-term career advancement opportunities as our firm scales.
• Recognition for Excellence: Bonus opportunities tied directly to your speed of learning, data accuracy, and project achievements.
• Supportive Culture: Work alongside an amazing, hardworking, and collaborative team.
• Perks: Mileage/expense reimbursement, plus paid holidays, time off, and benefits following a successful trial period.

What You'll Do

As our Bookkeeper and Assistant, you will keep our financial records sharp and our projects running smoothly behind the scenes. Your core responsibilities will include:

• Financial Management: Handle daily bookkeeping and accurate data entry using QuickBooks Online.
• Project & Document Control: Organize and track bids, quotes, invoices, receipts, and project photos across Dropbox, hard-copy binders, and construction management software.
• Proactive Follow-Up: Monitor project workflows, coordinate quote status, and deliver documents ahead of deadlines.
• System Optimization: Keep detailed to-do lists, task trackers, and team calendars up to date.
• On-the-Go Support: Handle local office errands and occasional job site visits to keep projects moving forward.

What We're Looking For

We are seeking a high-energy "super-star" - someone who is deeply organized, logical, and takes immense pride in their work.

Required Qualifications:

• Experience: Minimum of 2 years of administrative or bookkeeping experience in a construction firm or a fast-paced, high-pressure office environment.
• Technical Skills: Proficiency with QuickBooks Online. Comfort or experience with construction project management/CRM software (like CoConstruct, BuilderTrend, or JobTread) is a massive plus, but a sharp aptitude to learn it quickly is acceptable.
• Soft Skills: Exceptional written/oral communication, strong emotional intelligence, and a professional, mature demeanor.
• Work Style: A self-starter who works exceptionally well independently, prioritizes tasks naturally, and possesses sharp problem-solving skills.
• Mobility: A reliable car, a valid California driver's license, and proof of insurance (required for errands/site visits).