Bookkeeper/Administrative Assistant

Job Title: Bookkeeper & Customer Service Representative

Department: Administration / Finance

Employment Type: Full-Time

Reports To: Office Manager / Business Owner

Role Summary:

We are seeking an organized, detail-oriented Bookkeeper & Customer Service Representative to manage day-to-day administrative, front-counter, and financial operations. In this dual-function role, you will be the first point of contact for our walk-in and phone customers, while simultaneously handling vital financial responsibilities including invoicing, account reconciliation, and essential tax filings. The ideal candidate possesses excellent communication skills, a high level of accuracy with numbers, and the ability to multitask in a fast-paced environment.

Key Responsibilities

Financial & Tax Administration

• Invoicing: Generate, review, and process client billing invoices accurately and timely.
• Accounts Receivable
• Accounts Payable
• Monthly Reconciliation: Perform monthly bank and credit card ledger reconciliations to ensure complete data accuracy.
• Sales & Use Tax: Prepare, reconcile, and file monthly state and local Sales and Use Tax returns.
• Quarterly Reporting: Gather documentation, Fuel Tax Reconciliation and submissions', and submit mandatory quarterly tax filings.

Front-Office & Operations Support

• Counter Sales: Greet walk-in clients, assist them with product or service selection, and process counter transactions securely.
• Phone Management: Answer incoming telephone lines professionally, resolve basic inquiries, or route calls to the appropriate department.
• Contracts & Estimates: Review details from the technical team to accurately type, format, and distribute client project estimates and formal business contracts.

Requirements & Qualifications

• Experience: Minimum of 2–3 years of experience working in dual bookkeeping and administrative assistant positions.
• Technical Skills: Mastery of mainstream accounting systems (e.g., , Sage) and text formatting tools (e.g., Microsoft Word, Excel).
• Tax Knowledge: Prior experience managing baseline business filings like Sales/Use tax or quarterly corporate adjustments.
• Soft Skills: Strong professional phone etiquette, a welcoming face-to-face demeanor, and highly accurate typing speeds.

Pay: From $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person