Office Administrator & Bookkeeping Coordinator

Vance Airscoop; Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Vance Airscoop in Milwaukee, WI seeks an Office Administrator & Bookkeeping Coordinator to support daily operations and financial processes. You will manage bookkeeping in QuickBooks Online, handle payables/receivables, and maintain project records while supporting owners and project managers.

The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced construction environment. Experience with payroll, time tracking, and W-9s is a plus.

Qualifications

• Experience in bookkeeping and office administration.
• QuickBooks Online experience strongly preferred.
• Proficiency in MS Office and Excel.
• Strong organizational and communication skills.
• Construction industry experience is a plus.

Responsibilities

• Manage daily bookkeeping using QuickBooks Online.
• Enter bills, expenses, payments, and customer invoices.
• Handle accounts payable and accounts receivable.
• Track outstanding invoices and follow up on payments.
• Reconcile bank and credit card accounts.
• Assist with payroll and employee time tracking.
• Maintain accurate financial records and bookkeeping files.
• Answer phones, respond to emails, and handle general correspondence.
• Organize construction project paperwork and files.
• Track subcontractor invoices, vendor payments, and job expenses.
• Prepare estimates, proposals, purchase orders, and change orders.
• Maintain subcontractor W-9s, insurance certificates, and company records.
• Provide general administrative support to ownership and project management.

Skills

Organizational skills

Communication skills

Multitasking

Detail-oriented

Independent worker

Tools

QuickBooks Online

Microsoft Office

Excel

Job description

Office Administrator & Bookkeeping Coordinator

Construction Company | Full-Time Position

We are looking for a dependable, organized, and detail-oriented Office Administrator to join our construction company! We are seeking someone who enjoys keeping things organized, takes initiative, pays attention to detail, and can manage a variety of office and bookkeeping responsibilities. This is an important role in our company, working closely with ownership, employees, subcontractors, vendors, and customers to keep daily operations running smoothly.

Responsibilities Include:

• Manage daily bookkeeping using QuickBooks Online.
• Enter bills, expenses, payments, and customer invoices.
• Handle accounts payable and accounts receivable.
• Track outstanding invoices and follow up on payments.
• Reconcile bank and credit card accounts.
• Assist with payroll and employee time tracking.
• Maintain accurate financial records and bookkeeping files.
• Answer phones, respond to emails, and handle general correspondence.
• Organize construction project paperwork and files.
• Track subcontractor invoices, vendor payments, and job expenses.
• Prepare estimates, proposals, purchase orders, and change orders.
• Maintain subcontractor W-9s, insurance certificates, and company records.
• Provide general administrative support to ownership and project management.

Qualifications:

• Previous bookkeeping and office administration experience.
• QuickBooks Online experience is strongly preferred.
• Knowledge of accounts payable and accounts receivable.
• Proficiency in Microsoft Office, Excel, and general computer applications.
• Excellent organizational and communication skills.
• Strong attention to detail and accuracy.
• Ability to multitask and work independently.
• Dependable, professional, and self-motivated.
• Construction industry experience is a plus!

What We Are Looking For:

We want someone who is reliable, takes ownership of their responsibilities, and understands the importance of keeping things organized and on track. The right person will be comfortable working independently, managing multiple priorities, and being a valuable part of our team.

Position Details:

• Position: Full-Time
• Schedule: Monday–Friday
• Location: Milwaukee, WI
• Pay: Competitive, based on experience
• Experience: Bookkeeping and QuickBooks Online preferred

If you are organized, dependable, detail-oriented, and have experience with bookkeeping and office administration, we would love to hear from you!

We look forward to meeting you!