Office Manager / Bookkeeper

Pampa Developments; Helotes (TX); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Paid vacation

Paid sick leave

On-site office

Job summary

Pampa Developments in Helotes, TX is seeking an experienced Office Manager / Bookkeeper to support a group of related construction and development companies. This senior role combines full-charge bookkeeping with office management and executive-level administrative support.

You will keep day-to-day operations, financial records, communications, and documentation precise and consistent so principals can stay on strategy and growth.

Qualifications

• Bachelor's or associate degree in accounting, finance, or related field.
• Minimum 5 years of hands-on bookkeeping experience.
• Proficiency in QuickBooks Online.
• Experience with bank and credit card reconciliations, AP/AR, payroll, and tax filings.
• Bilingual in English and Spanish (written and spoken).
• Strong Excel and general computer skills.
• Lives within a reasonable commute of Helotes, TX office.
• Previous experience as executive assistant or senior administrative support.
• Ability to manage multiple priorities in a fast-paced, multi-company environment.

Responsibilities

• Review and classify daily transactions in QuickBooks Online.
• Reconcile all bank and credit card accounts monthly.
• Prepare journal entries and adjusting entries as needed.
• Administer AP and AR, including invoicing, vendor payments, and collections follow-up.
• Produce monthly financial statements and project-level reports (cost per construction phase, actual vs. budget, job costing).
• Process payroll on schedule and maintain complete payroll records.
• Prepare and file monthly sales tax returns.
• Prepare and issue annual 1099s and keep current W-9s for vendors and contractors.
• Track inventory (receipts, usage, transfers, physical counts) and reconcile to the books.
• Set up and maintain new accounts, products, and services in QuickBooks Online.
• Complete year-end closing and prepare supporting schedules for the company CPA.
• Oversee day-to-day office operations, including building maintenance, repairs, and vendor coordination.
• Manage office supplies: stock, ordering, and cost control.
• Handle incoming and outgoing mail, courier shipments, and deliveries.
• Keep an organized, professional, well-equipped office.
• Provide high-level administrative support to leadership across related companies.
• Serve as the central point for communications, follow-ups, and task tracking.
• Organize and maintain contracts, permits, proposals, plans, insurance certificates, and internal records.
• Help keep internal processes and workflows consistent.
• Prepare correspondence, reports, and internal documentation to a high standard.
• Anticipate leadership needs and close administrative gaps before they escape.

Skills

Bilingual English/Spanish

Strong organizational skills

Time management

Discretion

Executive support experience

Attention to detail

Education

Bachelor's or Associate degree in accounting/finance

Tools

QuickBooks Online

Microsoft Excel

Job description

Helotes, TX (on-site) — 13313 Western Oak Dr, Helotes, TX 78023

Full-time | $65,000+ per year

Reports to: Finance & Operations Manager

About the role

This position supports a group of related commercial construction and development companies. We are looking for an experienced, proactive Office Manager / Bookkeeper to serve as a trusted right hand to the leadership team. This is a senior role that combines full-charge bookkeeping with office management and executive-level administrative support.

You will keep day-to-day operations, financial records, communication, and documentation precise and consistent so principals can stay on strategy and growth. The person who fits this job is organized, discreet, and ahead of the work — able to anticipate needs, juggle competing priorities, and keep structure in a fast-moving, multi-company shop.

Key responsibilities

Bookkeeping and accounting

• Review and classify daily transactions in QuickBooks Online
• Reconcile all bank and credit card accounts monthly
• Prepare journal entries and adjusting entries as needed
• Administer AP and AR, including invoicing, vendor payments, and collections follow-up
• Produce monthly financial statements and project-level reports (cost per construction phase, actual vs. budget, job costing)
• Process payroll on schedule and maintain complete payroll records
• Prepare and file monthly sales tax returns
• Prepare and issue annual 1099s and keep current W-9s for vendors and contractors
• Track inventory (receipts, usage, transfers, physical counts) and reconcile to the books
• Set up and maintain new accounts, products, and services in QuickBooks Online
• Complete year-end closing and prepare supporting schedules for the company CPA
• Office management
• - Oversee day-to-day office operations, including building maintenance, repairs, and vendor coordination
• - Manage office supplies: stock, ordering, and cost control
• - Handle incoming and outgoing mail, courier shipments, and deliveries
• - Keep an organized, professional, well-equipped office

Administrative and executive support

• - Provide high-level administrative support to leadership across related companies
• - Serve as the central point for communications, follow-ups, and task tracking
• - Organize and maintain contracts, permits, proposals, plans, insurance certificates, and internal records
• - Help keep internal processes and workflows consistent
• - Prepare correspondence, reports, and internal documentation to a high standard
• - Anticipate leadership needs and close administrative gaps before they escape

Required qualifications

• - Bachelor's or associate degree in accounting, finance, or a related field
• - Minimum 5 years of hands-on bookkeeping experience
• - Proficiency in QuickBooks Online
• - Hands-on experience with bank and credit card reconciliations, AP/AR, financial reporting, payroll, sales tax filings, and 1099 preparation
• - Experience tracking and reconciling inventory
• - Fully bilingual: fluent English and Spanish, written and verbal
• - Strong Microsoft Excel and general computer skills
• - Lives within a reasonable commute of our Helotes, TX office
• - Prior experience as an executive assistant or senior administrative professional supporting leadership
• - Strong organization and time management; able to handle multiple priorities
• - High professionalism, discretion, and sound judgment
• - Comfortable in a fast-paced, multi-company environment
• - Self-directed, proactive, detail-oriented, with a strong sense of ownership

Preferred

• - Texas Notary Public commission, or willingness to obtain one
• - Experience in construction, real estate, or another project-based industry with job costing

Compensation and benefits

• - $65,000+ per year
• - 10 days of paid vacation after one year of service
• - 24 hours of paid sick leave