Office Managerbookeeper

Yellow Horn Inc; Miami (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Flexible Scheduling

Competitive Compensation

Careers Advancement

Job summary

Yellow Horn Inc. in South Florida is seeking an experienced Office Manager/Bookkeeper to serve as the operational hub, overseeing daily accounting and administrative operations and keeping every project moving smoothly through permitting, scheduling, subcontractor coordination, invoicing, and client updates.

Your responsibilities will include scheduling meetings, paying invoices, purchasing materials, managing properties, and maintaining office equipment.

Qualifications

• High school diploma or GED is required.
• Some college coursework is preferred.
• Previous experience as an Office Manager or similar role is preferred.
• Experience with QuickBooks, ADP, Buildium, and basic job costing is ideal.
• Excellent verbal and written communication skills are essential.
• Highly organized with strong time management and problem-solving abilities.

Responsibilities

• Oversee daily accounting and administrative operations, including scheduling meetings, paying invoices, and purchasing materials.
• Manage permitting, scheduling, subcontractor coordination, invoicing, and client updates.
• Prepare customer invoices and progress billing, including AIA documentation.
• Handle accounts receivable/payable and payroll processing through ADP.
• Coordinate vendor payments, purchasing, and project budgeting.
• Maintain organized project files, documentation, and tracking logs.
• Serve as the communications hub across clients, subcontractors, vendors, and team, including Spanish-speaking workers.
• Provide administrative support to the owner and contribute to process improvements.

Skills

Highly organized

Strong verbal & written communication

Initiative & problem-solving

Ability to implement systems

Education

High school diploma/GED

Some college

Tools

QuickBooks

Buildium

ADP

Microsoft Office

Excel

Google Sheets

Job description

Benefits/Perks

• Flexible Scheduling


• Competitive Compensation


• Careers Advancement

Job Summary

We are a small, growing South Florida construction, remodeling, and property management company looking for an experienced, highly organized Office Manager/Bookkeeper to serve as the operational hub of the team — overseeing daily accounting and administrative operations and keeping every project moving smoothly through permitting, scheduling, subcontractor coordination, invoicing, and client updates. Your responsibilities will include scheduling meetings, paying invoices, purchasing materials, managing properties, and maintaining office equipment. The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures.

Your work is visible, your ideas get heard, and the role is expected to evolve into a more senior operations position as the company scales and becomes more AI-integrated. You'll be expected to take initiative, solve problems independently, and take on responsibilities beyond this job description as the business grows.

Success in this role is measured on reliability and follow-through, including responsiveness across clients, subcontractors, vendors, and the internal team, and on-time completion of administrative and project deadlines.

Bookkeeping & Billing

• Daily use of QuickBooks and Buildium, including creating estimates, invoices, and purchase orders, tracking expenses, and basic job costing.


• Accounts Receivable and Accounts Payable.


• Bank reconciliations and general journal entries.


• Process payroll through ADP.


• Prepare customer invoices and progress billing, including AIA billing documents (Applications for Payment / G702-G703, Schedule of Values, and Change Orders).


• Manage collections: follow up with clients on payments, make collection calls, and keep ownership informed of payment status.


• Coordinate vendor payments and purchasing.


• Assist with project budgeting and financial tracking.

Permitting & Compliance

• Prepare and track Notices to Owner (NTOs), permit applications, NOCs, lien waivers, and releases of lien.


• Process and coordinate permitting, inspections, and project approvals with Miami-area municipalities (Miami-Dade, City of Miami, and Miami Beach), following up and flagging anything that could delay a job.


• Manage subcontractor files, Certificates of Insurance (COIs), W-9s, and other compliance documentation, including tracking coverage renewals.

Subcontractor & Vendor Management

• Coordinate subcontractors and vendors: confirm crews, keep commitments on track, and route purchase orders and paperwork.


• Manage material pricing, ordering, and delivery coordination.


• Supervise employees and ensure projects remain on schedule and within budget where applicable.

Scheduling & Project Coordination

• Manage calendars, appointments, meetings, and inspections for the office, ownership, and project management team.


• Monitor and report on the status and progress of active projects.


• Maintain organized digital and physical project files, documentation, and tracking logs.

Client & Team Communication

• Serve as the communication hub across clients, prospects, subcontractors, vendors, building management, architects, designers, inspectors, and field personnel, including Spanish-speaking workers.


• Answer phone calls and monitor, prioritize, and respond to a high volume of emails professionally.


• Provide clients with friendly updates, schedule notices, selection reminders, and change-order paperwork.


• Assist with preparing estimates, proposals, contracts, and other project documentation (training provided as needed).

Administrative & Business Support

• Provide direct administrative support to the owner: scheduling, follow-ups, errands, and general office operations.


• Assist in improving office procedures and overall workflow.


• Persuasive, professional phone communication, including comfort with outbound and cold calls to help build partnerships that support business development (where applicable to the role).


• Prioritize and juggle multiple requests based on urgency and impact, taking direction from more than one person.


• Take on additional responsibilities as the role and the business evolve.

Qualifications

High school diploma/GED required, some college preferred

Previous experience as an Office Manager or similar position preferred

Understanding of office equipment, systems, and procedures

Skilled in QuickBooks, ADP, Buildium, Microsoft Office, Excel, and Google Sheets

Excellent time management skills and ability to prioritize multiple tasks

Strong problem-solving skills and attention to detail

Excellent verbal and written communication skills

AI knowledge is welcome.