job title:QuickBooks Bookkeeper & Construction Admin Assista
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Job Title: QuickBooks Bookkeeper & Construction Admin Assistant
Location: North Orange County, CA (In-office / Hybrid options available)
Job Type: Part-time / Fractionally Scheduled 15-20 hours per week with the potential for more hours
About Us:
We are a growing, established S Corporation contracting company headquartered in North Orange County. We maintain a moderately busy field operations schedule and need a sharp, meticulous operational professional to manage our back-office records and project logistics. If you thrive on perfect ledger balances, clear audit trails, and keeping city filings organized, you will fit right in.
Job Summary:
This dual-focus role takes ownership of our corporate financial recordkeeping and critical municipal project administration. You will manage day-to-day transaction mapping, strictly audit field employee hours, and take charge of preparing and submitting building and construction permit applications to local city agencies. Additionally, you will play a key role in expanding our field network and maintaining legal compliance by recruiting independent tradespeople, verifying subcontractor credentials, and overseeing year-end close-out and tax documentation procedures.
Key Responsibilities:
BOOKKEEPING
Ledger Maintenance: Execute full-charge bookkeeping functions using QuickBooks Online, including accounts payable, accounts receivable, and regular journal entries.
Year-End Reconciliation & Close: Lead the year-end closing process by thoroughly reconciling all balance sheet accounts, bank statements, and credit cards to deliver a clean, untangled ledger to our external CPA for corporate tax filing.
1099 Compliance & Issuance: Track independent contractor records throughout the year (W-9 procurement, tracking compensation thresholds) and accurately prepare, file, and distribute Form 1099-NEC and 1099-MISC to vendors before annual deadlines.
Document Control: Maintain a clean, locked filing system for hard-copy accounting registers, checks, approved permit documents, signed subcontractor agreements, and sensitive contractor insurance or tax paperwork.
AMINITSTRATIVE
Permit & City Administration: Coordinate, complete, and file residential and commercial building permit applications through various local city civic portals; track status updates and liaise with city plan checkers to ensure swift approvals.
Subcontractor Recruitment & Onboarding: Assist management in sourcing, contacting, and recruiting qualified subcontractors to support active project pipelines.
Ensure subcontractor Compliance: Review and verify subcontractor qualifications, ensuring active standing via California State License Board (CSLB) lookups, and confirming up-to-date General Liability and Workers' Compensation insurance policies.
Timekeeping & Payroll Audit: Track, cross-verify, and audit employee timesheets, field logs, and daily worker classification roles prior to payroll processing to ensure absolute reporting accuracy.
Qualifications & Skills:
Minimum of 3–5 years of dedicated corporate bookkeeping experience, ideally with direct experience managing year-end file preparation in the construction or general contracting industries.
Expert-level proficiency in QuickBooks with a deep understanding of mapping transactions, adjusting journal entries, and resolving reconciliation discrepancies.
Direct experience handling 1099 verification, payroll compliance, and vendor management rules in the State of California.
Direct experience handling subcontractor paperwork, performing CSLB license verifications, and reviewing Certificates of Insurance (COIs) for appropriate liability tracking.
Direct experience navigating local municipal building departments or online city permit portals.
Exceptional organizational skills with an eye for spotting double-entries, unmapped expenses, missing compliance documents, or clerical errors in permit applications.
High integrity and discretion when handling sensitive corporate banking data, business check registers, and payroll information.
Compensation & Benefits:
Pay Rate: $26.00 - $34.00 per hour (DOE)
Flexible, consistent weekly schedule that fits your routine.
Quiet, dedicated workspace with modern office amenities.
How to Apply:
Please submit your resume along with a brief summary of your bookkeeping and construction administration experience
Principals only. Recruiters, please don't contact this job poster.