Construction Bookkeeper/Office Manager

Job Title

Part-Time Bookkeeper & Office Manager, Construction (QuickBooks Online)

Location

New York, NY Job Type: Part-time/Full-TIme, ongoing Pay: Fixed monthly fee

Job Description

We are a construction management (CM) firm in New York City looking for a Bookkeeper & Office Manager who is more than administrative support. CFD serves public agencies, healthcare, and higher education clients. This role is ideal for someone who understands how a business runs, works directly with the owner and leadership team, and is confident managing numbers, processes, vendors, and technology.

You will keep our books accurate and show us the true profit on every project, keep our compliance paperwork current, and run our office. You must be proactive, a self-starter, and advanced in QuickBooks Online and Microsoft 365, especially Excel and SharePoint.

This is not a scheduling or task-based role. We need a strategic doer who takes initiative, learns fast, and solves problems without being told what to do. You should see the big picture and ask probing questions so you understand what is needed before you start.

Responsibilities

*Bookkeeping and project profitability*

• Categorize all bank and credit card transactions to the correct accounts in QuickBooks, to the correct project, and in our cash flow spreadsheet
• Reconcile bank and credit card accounts monthly
• Collect employee receipts, match them to transactions and owner-approved purchases, and flag anything missing
• Prepare reimbursements and vendor bill payments for owner approval
• Review payroll entered by our Executive Assistant against Gusto reports and Procore timesheets, and allocate payroll costs, including payroll taxes, to projects
• Allocate shared costs, such as insurance, across projects
• Track receivables, aging, and retainage, and collect W-9s
• Prepare monthly financial statements and a profit report for each project and the company
• Close each month by a set business day

*Operations and systems*

• Manage and improve day-to-day office operations
• Build trackers, dashboards, and reports in Excel, and use SharePoint and Microsoft 365 to organize documents and workflows
• Identify gaps and inefficiencies, and propose and implement solutions
• Manage vendors (IT, phone, internet, printer, cleaning), software subscriptions, and renewals
• Order supplies, manage the office budget, and coordinate the lease, space, and equipment
• Maintain our filing system and naming conventions

*Construction compliance*

• Prepare and update prequalification packages for agencies such as the MTA, DASNY, and NYCSCA
• Manage MWBE/DBE certification renewals and reporting
• Collect and track subcontractor COIs, W-9s, licenses, and agreements
• Manage insurance policies, renewals, and certificates
• Keep a master calendar of expiration dates for licenses, certifications, insurance, and bonds, and send reminders 60 days ahead
• Assemble bid packages and handle submission logistics
• File project documents such as contracts, change orders, and permits
• Maintain safety records and incident reports

*Leadership support*

• Plan company events and handle travel research and restaurant reservations
• Keep calendars and meeting logistics organized

Qualifications

• 3+ years with QuickBooks Online, including job costing and overhead allocation, ideally in construction
• Proven bookkeeping skills: accounts payable and receivable, bank reconciliation, general ledger, journal entries, and a solid grasp of GAAP
• 5+ years as an office manager, business operations coordinator, or similar role supporting leadership
• Advanced Excel (formulas, charts, pivot tables, cash flow tracking), SharePoint, and Microsoft 365
• Experience with payroll and CRM systems (we use Gusto and HubSpot)
• Strong research and problem-solving skills, and the ability to figure things out independently
• Discretion with confidential financial and company information

Preferred

• NYC agency experience (MTA, DASNY, NYCSCA, DDC, or similar)
• Experience with prequalification packages, MWBE/DBE paperwork, or bid submissions
• Experience with retainage, AIA pay applications, or lien waivers
• Familiarity with Procore
• Experience with certified payroll (prevailing wage) or public-sector clients
• Active New York notary public (a plus)

This job is ideal for someone who

• Thinks like an operator, not an admin
• Understands what the work is for, not just how to complete it
• Is resourceful, takes initiative, and doesn’t wait to be told what to do
• Wants to be a trusted right hand to leadership

Office management and compliance

• Experience tracking insurance documents, licenses, certifications, or other compliance deadlines
• Strong organizational skills and the ability to manage multiple deadlines and priorities at once
• Proficiency with Microsoft 365 or Google Workspace (email, calendar, shared files)
• Professional, clear written and verbal communication with clients, vendors, subcontractors, and agencies
• Ability to handle confidential financial and company information with discretion
• Ability to work independently with minimal supervision, and collaboratively with a small team
• Comfortable following up persistently until tasks are completed

Join us if you’re passionate about ensuring precise financial management while supporting an organization dedicated to making a meaningful impact!

Pay: $1,000.00 - $3,000.00 per month

Work Location: Remote