CAREERS

Mission and Values
True Bearing Built’s mission is to raise the bar for residential construction in NW Washington by offering a thoughtful approach that emphasizes local relationships, dedication to craft, sustainable practices, and a rewarding culture.

Company Culture

We maintain our true bearing on the pursuit of perfection, propelling ourselves to achieve excellence in all we do. Guided by high expectations and quality standards, we work together to reach our goals, ensuring no one is ever left behind. Our crew is strengthened by the unique skills and perspectives we bring with us from our diverse backgrounds, and every crew member plays an integral role in fostering safety, maintaining quality, and boosting morale. True Bearing Built workplaces stand out as productive, efficient, clean, and organized; our workplaces reflect our commitment to creating an environment where every crew member contributes to, and benefits from, our shared success.

Position Summary

The Bookkeeper/Office Administration position is built around one primary role with a smaller secondary role attached. The Bookkeeper function is the core of this position — approximately 30 hours per week — and is the standard against which candidates are qualified. In this capacity, the role maintains accurate financial records across all active TBB projects — accounts payable and receivable, project billing, job costing, payroll, and compliance reporting — with particular expertise in construction accounting and time-and-materials job costing. The remaining approximately 10 hours per week are dedicated to the Office Administration function, an entry-level role supporting daily office operations, reception, internal communications, facilities management, Tier-1 technology support, and coordination of company meetings, trainings, and events, ensuring TBB headquarters runs efficiently and represents the company with warmth and professionalism. This role requires a detail-oriented professional grounded first in bookkeeping precision, who can also move fluidly into front-of-house responsibility, collaborating closely with the Owner/GM, Operations Manager, Project Managers, vendors, and clients.

Key Responsibilities

Bookkeeping & Accounting (Primary Role — approx. 30 hrs/week)

Accounting and Bookkeeping

• Maintain and reconcile general ledger accounts, accounts payable (AP), and accounts receivable (AR).
• Process invoices and prepare payments for subcontractors, suppliers, and vendors on a weekly schedule, confirming a current COI and W-9 are on file before any payment is released.
• Reconcile bank accounts, credit cards, and commercial accounts on a recurring schedule; reconcile vendor registers against monthly statements and loan account activity as needed.
• Track and apply available vendor discounts; process weekly employee expense reimbursements upon approval.
• Ensure compliance with monthly tax regulations, DOR payments, business and excise taxes, and payroll taxes; collect W-9s from vendors and prepare/file 1099s at year-end; file and pay the annual Washington Secretary of State filing.
• Process payables only against verified invoices, approved Work Orders/Purchase Orders, and Project Manager sign-off; the Bookkeeper does not hold independent purchasing authority and will flag billing discrepancies or missing documentation to the Owner/GM before proceeding.

Time and Materials Tracking

• Review and verify that timecards are approved by PMs prior to the payroll deadline.
• Upload bills for materials, equipment, and subcontractor costs to specific projects, referring to the project contract.
• Ensure proper mark-up and overhead costs are applied to T&M work per contract terms.
• Prepare and submit detailed T&M invoices to Project Managers for issuance to clients (including timecard details and correct billing rates) and attach the receipt portfolio for that project’s costs.

Project Billing (Deposit, Progress, Final)

• Send the initial deposit invoice payment link to the Project Manager per contract terms once the contract is signed; log liabilities to the balance sheet accordingly.
• Verify percent-complete with the Project Manager and Site Lead and generate progress (A/B) billing per the JobTread AR calendar; send to the PM for issuance, and update paid receivables in QBO once payments are received.
• Generate the final invoice based on the contract and all executed Change Orders; apply the deposit as directed by contract terms, confirm receipt of final payment, and notify the Project Manager once payment clears.

Job Costing and Reporting

• Maintain accurate job cost reports, tracking budgets versus actual costs.
• Generate weekly/monthly financial reports for management and project teams.
• Assist in forecasting and financial planning by providing cost breakdowns.
• Work with Project Managers to ensure accurate cost tracking and billing.
• Meet monthly with the Owner/GM to review P&L, balance sheet, and yearly totals.
• Manage the JobTread–QuickBooks integration, monitoring sync activity and resolving errors to keep AP, AR, and job costing accurate across both systems.
• Prepare a quarterly budget-vs-actuals report for the Owner/GM review meeting.
• Prepare monthly P&L, balance sheet, and WIP reports each month for GM and Operations review.

Payroll & Employee Compliance

• Process weekly payroll for all active employees upon approval of timesheets.
• Onboard new employees into Gusto for payroll purposes (HR verifies I-9 documentation separately) and process employee terminations in Gusto as needed.
• Manage employee garnishments and remit payments per the applicable court or agency order.
• Administer employee PTO, child support payments, bonuses, and loan repayments in Gusto.
• Prepare and submit WA Workers’ Compensation reporting by risk class code weekly via Gusto.

Administrative & Compliance (Bookkeeping)

• Maintain organized and detailed financial records for audits and tax preparation.
• Ensure compliance with contract terms; track lien releases and retainage per contract terms, processing releases only with Owner/GM approval.
• Assist with certified payroll reporting when required.
• Collaborate with the CPA and external auditors as needed.

Office Administration (Secondary Role — approx. 10 hrs/week)

Reception & Office Administration

• Serve as the first point of contact for calls, visitors, and deliveries.
• Maintain a clean, professional, and welcoming office environment.
• Manage office supplies, gift and apparel orders.
• Send and receive daily mail and distribute incoming mail accordingly.
• Manage TBB subscription renewals & updates and TBB membership dues.

Event Planning & Coordination

• Plan and execute internal events such as Quarterly Meetings, Field Trainings, and staff milestones.
• Assist with select external events including client open houses and community outreach, in collaboration with Marketing and Operations.

Technology & Application Support

• Provide Tier-1 support for Wi-Fi, printers, phones, and standard software tools.
• Track and manage office tech inventory and coordinate with external IT support as needed.

Internal Communications Support

• Draft and distribute the monthly TBB Internal Newsletter and Weekly Labor Email, ensuring timely communication and brand consistency.

Facilities & Office Maintenance

• Oversee office cleanliness, repairs, vendor coordination, and building access/security.
• Maintain facility and security logs, and ensure the office is always clean, safe, and welcoming.

Documentation & Reporting (Office)

• Maintain accurate records, logs, and purchase documentation.
• Submit coded receipts and vendor invoices, and prepare monthly and quarterly management summaries.

Qualifications

Bookkeeping & Accounting (Primary — Required)

• Minimum 6 years of construction bookkeeping/accounting experience.
• Associate or bachelor’s degree in accounting, finance, or a related field (preferred).
• QuickBooks Online and QuickBooks Desktop proficiency required.

Office Administration (Secondary — Entry-Level)

• Entry-level; no prior office administration experience required. Training is provided on the job.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple tasks simultaneously.
• Strong interpersonal and communication skills with a warm, professional demeanor.
• Ability to always maintain confidentiality with sensitive information and exercise discretion.
• Capable of light physical tasks related to office upkeep and event setup.
• Valid driver’s license and ability to travel locally for errands, event coordination, and vendor pickups.

Key Skills

• Attention to detail and a high level of accuracy across both financial and administrative work.

Bookkeeping & Accounting (Primary)

• Strong understanding of time-and-materials billing methods, job costing, invoicing, and financial reporting.
• Working knowledge of construction industry compliance requirements (sales and payroll tax, lien and retainage, W-9/1099 reporting).
• Ability to support financial forecasting and planning for the company and for individual projects.

Office Administration (Secondary)

• Ability to multitask and work in a fast-paced environment, moving fluidly between accounting and front-office duties.
• Excellent communication and organizational skills, with the ability to represent TBB with warmth and professionalism.

Essential Tools

• Accounting – QuickBooks Online, QuickBooks Desktop
• Payroll & HRIS – Gusto
• Project/Task Management – JobTread (time tracking, task management, AR/billing, AP/job costing)
• Communication – Microsoft Outlook (email and calendar)
• Office Productivity – Microsoft 365 Suite (Word, Excel, Teams, OneDrive)
• Design/Comms – Canva
• Video/Training – Zoom, Loom
• Document Review – Bluebeam
• Password Management – 1Password
• Familiarity with construction project management software (e.g., Procore, Buildertrend) a plus.

Working Conditions

• Full-time position in a professional office environment; must start and end the day at TBB headquarters.
• Occasional local travel required for errands, event setup, or vendor coordination/pickups.
• Must be able to work in a professional office environment and represent TBB with courtesy and professionalism.
• This is a fully on-site role for the entire 40-hour week, including both the Bookkeeping and Office Administration portions, given the daily front-of-house and reception duties.

Relationships

• Reports directly to the Owner/General Manager and Operations Manager.
• Works closely with Project Managers on a regular basis for billing, job costing, and payroll matters.
• Works closely with all departments — Operations, Human Resources, Marketing, Production, and Design — to ensure seamless internal communication and efficient daily operations.

Performance Reviews

A review will be held at 30/90 days after the first date of hire and yearly thereafter.

Advancement

At TBB, there is always room for growth. From this role, potential advancement paths include positions such as Marketing Manager, Human Resources Manager, or future leadership roles that may be developed as the company evolves.

Schedule and Pay

• Our service area includes Whatcom and Skagit Counties.
• Full-time, hourly, non-exempt, 40 hrs/wk. — approximately 30 hrs/wk Bookkeeping & Accounting (primary) and approximately 10 hrs/wk Office Administration (secondary).
• Office employees work Monday – Friday, 8:00am – 4:30pm.
• Pay range, health insurance, paid time off (PTO), sick pay, and other benefits are listed in the Benefits Package.