Job Description
We are a well-established painting contractor serving Marin, Sonoma, and Napa Counties. With 30+ field painters, a busy project management team, and a strong residential/commercial division, we’re looking for a detail-oriented Bookkeeper / Administrative Coordinator to support our financial operations, HR, payroll, and office administration.
This is a key role that keeps our operations running smoothly and supports both our office and field teams.
This role is for you if…
● You’re naturally detail-obsessed and get satisfaction from clean numbers and reconciled accounts.
● You like having ownership over processes and enjoy keeping things organized behind the scenes.
● You’re comfortable shifting between bookkeeping, payroll, HR paperwork, and admin support without dropping balls.
● You enjoy being the steady, reliable person others can count on when it comes to accuracy and follow-through.
What you’ll do Accounts Payable & Accounts Receivable
● Enter vendor bills, perform job cost coding, and manage weekly payment runs.
● Reconcile vendor statements and resolve discrepancies.
● Prepare and send customer invoices (progress billing and time & materials).
● Apply payments, maintain AR aging, and follow up on past-due accounts.
Payroll & HR Support
● Collect and verify weekly timesheets for field staff.
● Process payroll in Gusto (or similar platforms such as ADP/Paychex).
● Assist with onboarding (I-9, W-4, new hire paperwork, employee files).
● Track PTO/sick leave and support workers’ comp audits.
401(k) & Benefits Administration
● Submit 401(k) contributions each payroll.
● Assist employees with enrollment questions and basic benefits information.
● Support annual plan compliance and documentation.
Office Administration & Reporting
● Maintain digital filing systems, job folders, and office supplies.
● Support project managers with job documentation and basic admin tasks.
● Assist with scheduling, COIs, subcontractor documents, and general office coordination.
● Prepare basic weekly reports (AR aging, labor summaries, and other simple reports as needed).
What success looks like (3–6 months in)
● AP, AR, and payroll are accurate, timely, and predictable.
● Vendor and subcontractor accounts are current and well-documented.
● Timesheets, onboarding, and HR paperwork are organized and easy to find.
● Leadership has clear, reliable weekly reports to make decisions.
● The office feels steady, supported, and under control, even during busy seasons.
What you bring
● 3+ years of bookkeeping experience (construction industry a plus).
● Strong knowledge of QuickBooks Online.
● Experience with payroll platforms (we use Gusto).
● Familiarity with job costing and progress billing.
● Excellent attention to detail and organizational skills.
● Strong communication skills and the ability to work independently.
● Comfort in a fast-paced contractor environment.
Pay: $30.00 - $38.00 per hour
Expected hours: 25.0 – 40.0 per week
Benefits:
401(k) matching
Health insurance
Paid time off
Work Location: In person
