Job Summary
We are seeking a dynamic and detail-oriented Administrative Assistant/Bookkeeper to join our team! This role offers an exciting opportunity to combine administrative excellence with financial expertise, supporting our organization’s operations and financial health. The ideal candidate will be proactive, organized, and passionate about maintaining accurate financial records while providing exceptional administrative support. You will play a vital role in managing accounting processes, ensuring compliance with financial standards, and streamlining daily office functions to keep our operations running smoothly and efficiently.
Duties
- Manage day-to-day bookkeeping tasks including accounts payable, accounts receivable, and bank reconciliations using accounting software such as QuickBooks Online
- Prepare and record journal entries, double-entry bookkeeping transactions, and general ledger adjustments in accordance with GAAP (Generally Accepted Accounting Principles)
- Conduct balance sheet reconciliation and account analysis to ensure accuracy of financial data
- Assist with budgeting, financial report writing, and preparing financial statements for internal review or external audits
- Maintain organized records of invoices, receipts, tax documents, and other financial documentation for audit readiness
- Support administrative functions such as managing correspondence,
Skills
- Extensive experience with accounting systems such as QuickBooks (including QuickBooks Online
- Proficiency in financial concepts including debits & credits, journal entries, account reconciliation, and general ledger accounting
- Ability to perform bank reconciliations, account analysis, and balance sheet reconciliation efficiently
- Excellent organizational skills with 10-key typing proficiency for data entry tasks
- Experience in budgeting processes and financial software integration across multiple platforms
- Strong understanding of accounts payable/receivable workflows and account reconciliation procedures
We are a premier, family-owned electrical contracting companyserving residential and commercial clients across Michigan. With a tight-knit team of field electricians and a dedicated office staff, we pride ourselves on safety, top-tier craftsmanship, and dependable customer service. We believe in treating our employees like family and fostering an environment where our office operations seamlessly support our hard-working crew in the field.
We are seeking a detail-oriented Administrative Assistant to support our growing electrical contracting team. In this role, you will bridge the gap between our office operations and field electricians. You will answer client inquiries, process project documentation, manage communication flows, handle daily invoicing, and actively manage accounts receivable to keep our office running efficiently. This is a full-time, in-office position located at our main office in Clawson, Michigan.
Key Responsibilities
Client Service & Intake
- Onboard new residential and commercial clients by collecting essential company details, billing contacts, project locations, and tax-exempt certificates. Create and configure new customer profiles accurately inside QuickBooks Online. Gather detailed information regarding service requests, emergencies, and project needs. Answer emails from prospective clients to evaluate their service needs. Provide initial project intake details to estimators and project managers.
Field Staff Communication & Support
- Own and maintain the company’s digital Kanban project board daily, serving as the air traffic controller for all open electrical jobs. Monitor the Kanban board to identify bottlenecks (such as jobs delayed in "Pending Inspection" or "Ready to Invoice") and proactively take action to clear them. Monitor and reply to daily emails and messages from field technicians regarding job updates, field issues, or material needs. Relay schedule changes, updated site addresses, and client requests instantly to field technicians. Act as the central hub connecting field staff, estimators, and office management.
Accounts Receivable & Invoicing
- Prepare, verify, and send accurate customer invoices upon job completion using QuickBooks Online. Actively monitor aging accounts receivable reports to identify overdue client balances. Conduct friendly yet firm collection calls and emails to follow up on outstanding unpaid bills. Assist in the processing of incoming customer payments (checks, credit cards, bank transfers) and record them accurately. Assist in the verification of field employee timecards in QuickBooks Time for Payroll Processing.
Project Documentation & Compliance
Materials & Vendor Support
- Assist in the Issuance of purchase orders to electrical supply houses based on field requests. Assist with accounts payable, including data entry and communication. Match vendor delivery tickets with invoices to verify accurate billing.
Qualifications & Skills
Required Education and Experience
- High school diploma or GED equivalent. Minimum of 2 years of experience in an administrative or office support role. Prior experience in construction, electrical, plumbing, or HVAC contracting is highly preferred.
Technical Skills
- Proficiency with QuickBooks Online is highly preferred. Proficiency with Microsoft Office Suite (Word, Excel, Outlook). Demonstrated experience handling basic bookkeeping, invoicing, or accounts receivable. Strong numerical accuracy, data entry skills, and attention to detail. Demonstrated experience utilizing visual project management software or similar Kanban-style tools is highly preferred.
Core Competencies
- Communication: Excellent verbal and written communication skills for client interactions. Organization: Ability to multitask and prioritize conflicting demands in a fast-paced environment.
We value energetic professionals who thrive in fast-paced environments while maintaining meticulous administrative support with comprehensive bookkeeping skills. Your next rewarding opportunity awaits!
Pay: $18.00 - $24.00 per hour
Benefits:
- Dental insurance
- Health insurance
Work Location: In person
