Office Manager & Bookkeeping Coordinator

Quality Construction Services; Mount Vernon (OH); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Training and support

Growth opportunities

Job summary

Quality Construction Services in Mount Vernon, OH is hiring an Office Manager & Bookkeeping Coordinator for a full-time, in-office role. You will bridge the internal team with our outside bookkeeping partner, manage invoices, payroll information, and routine bookkeeping tasks, while supporting daily office operations.

Approximately one day per week may involve bookkeeping tasks; the remainder focuses on coordinating admin processes, documentation, and ensuring cross-department information

Qualifications

• 3+ years of office administration, bookkeeping support, or business coordination experience.

Responsibilities

• Serve as primary in-office contact for remote bookkeeping partners.
• Gather, scan, organize, and submit invoices, receipts, statements, payroll information, and supporting documentation.
• Enter or update routine information in QuickBooks Online and Buildertrend as assigned.
• Assist with customer invoices, draw requests, selections, change orders, and item reconciliations.
• Process recurring bills, vendor and subcontractor payments, credit-card payments, and loan payments.
• Enter and review weekly credit-card activity and reconcile statements.
• Assist with payroll processing through ADP and organize payroll reports and timesheets.
• Process 401(k) payments and provide receipts and reports for accounting entry.
• Maintain vendor records (W-9s, EINs, addresses, insurance certificates).
• Monitor document expiration dates and request updated records from vendors.
• Help organize records for quarterly reports, year-end accounting, tax prep, and 1099s.
• Answer and route calls and inquiries; maintain office supplies and files.
• Assist project managers and team with documentation and follow-up.
• Document recurring procedures and improve workflows.
• Occasional local events support; other admin duties as needed.

Skills

Office administration

Bookkeeping support

Multidepartment coordination

Communication skills

Tools

QuickBooks Online

QuickBooks Desktop

Buildertrend

ADP

Job description

Quality Construction Services

Office Manager & Bookkeeping Coordinator

Location: Mount Vernon, OH

Job Type: This is a full-time, in-office position

Keep the Details Moving and the Team Supported

Since 2002, Quality Construction Services has delivered custom lake homes, large-scale remodels, and personalized design solutions throughout Knox County and the surrounding area. We are committed to giving homeowners an exceptional experience while delivering quality craftsmanship from concept to completion. Our team is guided by five core values: Excellence, Integrity, Teamwork, Intentionality, and Growth.

Quality Construction Services is looking for a dependable and adaptable Office Manager & Bookkeeping Coordinator to support our team and keep daily office and financial processes moving smoothly.

Our outside bookkeeping partner will complete most high-level bookkeeping and accounting work. This position will serve as the essential connection between that partner and our internal team by collecting information, following established procedures, processing routine transactions, and making sure nothing falls through the cracks.

Approximately one day each week may be dedicated to bookkeeping-related tasks. The remainder of the position will focus on office coordination, administrative support, process documentation, communication, and helping team members obtain the information and resources they need.

Key Responsibilities

• Serve as the primary in-office contact for our remote bookkeeping and accounting partners.
• Gather, scan, organize, and submit invoices, receipts, statements, payroll information, and supporting documentation.
• Enter or update routine information in QuickBooks Online and Buildertrend as assigned.
• Assist with customer invoices, draw requests, selections, change orders, and item reconciliations.
• Process recurring bills, approved vendor payments, subcontractor payments, credit-card payments, and loan payments.
• Enter and review weekly credit-card activity and reconcile statements as assigned.
• Assist with payroll processing through ADP and organize completed payroll reports and timesheets.
• Process 401(k) payments and provide receipts and reports for accounting entry.
• Maintain vendor records, including W-9s, EINs, addresses, general liability certificates, and BWC certificates.
• Monitor document expiration dates and request updated insurance or compliance records from vendors.
• Help organize records for quarterly reports, year-end accounting, tax preparation, and 1099 reporting.
• Answer and route phone calls, correspondence, and general office inquiries.
• Maintain office supplies, inventory, files, calendars, and shared administrative resources.
• Assist project managers and other team members with documentation and follow-up.
• Document recurring procedures and help improve office workflows.
• Occasional local business or community event support may be required
• Perform additional administrative duties related to office operations as needed.

Qualifications

• At least 3 years of office administration, bookkeeping support, or business coordination experience.
• Working knowledge of basic bookkeeping principles and financial documentation.
• Experience with QuickBooks Online or QuickBooks Desktop is strongly preferred.
• Experience with Buildertrend, ADP, or similar platforms is helpful but not required.
• Proficiency with Microsoft Office and confidence in learning unfamiliar software.
• Ability to follow established procedures while identifying missing information or potential errors.
• Strong organization, accuracy, and attention to detail.
• Ability to manage multiple priorities without losing track of important follow-up.
• Strong written, verbal, and interpersonal communication skills.
• A self-directed, dependable, and service-minded approach.
• Willingness to support multiple departments and adapt to changing administrative priorities.
• Alignment with our core values of Excellence, Integrity, Teamwork, Intentionality, and Growth.

Pay and Benefits

• Full-time, W-2 Employment.
• Recommended pay range: $22 - $27 per hour, based on experience.
• Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m
• Training and support from the company's outside bookkeeping team.
• Opportunity to expand responsibilities as the company continues to grow.

Why Quality Construction Services?

At Quality Construction Services, your work helps an established local business serve its clients, support its employees, and operate with excellence and integrity. You will join a close-knit team that values Excellence, Integrity, Teamwork, Intentionality, and Growth--while becoming part of a purpose that reaches far beyond the worksite.

QCS exists to fulfill our God-given calling to the ministry of helps. Through the success of our business, we are able to support local charities and humanitarian efforts, including Habitat for Humanity, New Directions--a shelter serving women affected by domestic violence--the Winter Sanctuary, which provides a safe place for people experiencing homelessness during the coldest months, and Starting Point of Mount Vernon, a pregnancy crisis center supporting mothers facing financial challenges.

We also help care for orphans and widows, support missionaries serving families in Nicaragua and El Salvador, and have launched two feeding centers in El Salvador. Employees who join QCS have the opportunity to contribute to a bigger purpose by helping provide humanitarian aid, serving people in need, and sharing the love of Jesus--work with both immediate and eternal significance.

This is an opportunity to become a trusted member of our team while helping create the structure behind exceptional homes, an exceptional customer experience, and a company committed to making a meaningful difference in the lives of others.

Quality Construction Services encourages applications from qualified candidates of all backgrounds and experiences.