Construction Bookkeeping & Administrative Assistant

At Black Ark Builders, we are committed to excellence in heavy civil earthwork, mass excavation, and utility installations. Our pursuit of superior work products and enhanced efficiency demands elite back-end support for our clients, vendors, and subcontractors. Driven by innovation and guided by ethical practices in every facet of our operations, we pride ourselves on fostering transparent relationships and upholding the highest standards of honesty and integrity. If you are a driven, detail-oriented professional who takes pride in quality work and continuous improvement, we want you on our team.

Position Overview:
We are seeking a versatile and motivated Bookkeeping & Administrative Assistant to support a broad range of functions within our organization. This multifaceted role encompasses financial management, payroll processing, project cost analysis, vendor onboarding, construction contract administration, social media strategy, tax compliance, and safety documentation. The ideal candidate will thrive in a fast-paced environment, juggling multiple responsibilities while ensuring precision, compliance, and innovative process improvements.

Key Responsibilities:

Financial Management & Reporting:

Bill Input & Coding: Process and code bills accurately to ensure proper allocation.
Input Billing (From PM Billing SOV): Manage billing data received from the Project Management Billing Schedule of Values (SOV).
Month-End Financials: Assist in the preparation and execution of month-end financial close processes.
Financial Report Generation: Create and distribute comprehensive financial reports that offer insights into project and company performance.
Project Cost Analysis: Assist in the preparation of project cost-to-complete estimates and financial projections.
Cash Flow Reporting: Support cash flow analysis and reporting to aid in financial planning.
Payroll & Vendor Management:

Weekly Payroll Input: Enter weekly payroll data from provided time cards with precision.
Payroll Processing: Handle ongoing payroll input tasks and ensure records are maintained accurately.
Certified Payroll Documentation: Prepare and maintain certified payroll documentation in compliance with regulatory standards.
Vendor Onboarding: Onboard new vendors by collecting and verifying all required documentation, ensuring robust and compliant partnerships.
Project Administration & Billing:

Maintain Project SOVs: Update and manage project Schedule of Values to keep all records current.
Monthly Invoices & Progress Billings: Create and distribute monthly invoices and progress billings, supporting effective project financial tracking.
Construction Contract Management:

Contract Preparation & Review: Prepare, review, and manage construction contracts ensuring accuracy, compliance, and thorough documentation.
Contract Compliance: Oversee contract compliance processes and collaborate with project managers and legal teams to address and resolve any issues.
Social Media Marketing & Strategy:

Social Media Management: Assist in developing and executing social media marketing strategies, including content creation and audience engagement, to enhance our online presence.
Tax Compliance & Safety Documentation:

Tax Compliance: Support tax compliance efforts by preparing, organizing, and maintaining the necessary financial documents for tax submissions.
Safety Documentation: Maintain up-to-date safety documentation, ensuring compliance with regulatory requirements and company safety protocols.
Process Improvement & Innovation:

Operational Efficiency: Constantly seek opportunities to streamline financial, administrative, and project management processes.
Innovative Solutions: Collaborate with team members to implement innovative solutions that drive efficiency and accuracy, while upholding our commitment to quality and integrity.
Ideal Candidate Attributes:

Driven & Quality-Oriented: A proactive self-starter dedicated to delivering high-quality work.
Integrity-Focused: Consistently demonstrates honesty, ethical practices, and a commitment to fair treatment for all internal and external partners.
Detail-Oriented: Exceptional attention to detail with strong organizational and time management skills.
Innovative & Improvement-Focused: Eager to find creative solutions and continuously enhance processes.
Team Player: Able to collaborate effectively across various teams and with external partners.
Qualifications:

Proven experience in bookkeeping, accounting, or a related field.
Familiarity with bill coding, payroll processing, and financial reporting.
Experience in construction contract management, project cost analysis, social media marketing, tax compliance, or safety documentation is highly advantageous.
Proficiency with accounting software (e.g., QuickBooks, Xero), Microsoft Office Suite, and social media platforms.
Excellent communication and interpersonal skills.
Ability to work both independently and collaboratively in a fast-paced environment.
A high level of integrity and confidentiality is essential.
Education & Experience:

A degree or certification in Accounting, Business Administration, or a related field is preferred.
Prior experience in a similar role is highly advantageous.