Construction Bookkeeping & Office Manager

Description

• Collect, process, and file lien waivers, draw requests, and other construction-related compliance materials.
• Project Coordination – Supports multiple GCDC projects simultaneously with urgency and structure.
• Perform full-cycle accounting for the Construction (GCDC) division, including accounts payable, accounts receivable, general ledger, and reconciliations.
• Track and ensure that all licenses, permits, insurance certificates, and compliance documents are current and properly filed.
• Prepare and maintain accurate financial statements (cash and accrual basis).
• Prepare and submit certified payroll reports; ensure compliance with prevailing wage requirements.
• Track subcontractor billing schedules, retainage, and payment releases.
• Maintain confidentiality and professionalism in all interactions.
• Support development of project-level forecasts and variance analyses.
• Collect, verify, and maintain vendor/subcontractor documentation (W-9s, insurance COIs, contracts).
• Act as point of contact between the GCDC office, project sites, vendors, and clients.
• Bookkeeping Discipline – Maintains organized, precise records of GCDC financial activity.
• Maintain detailed records of draw requests, billing cycles, and cash flow positions.
• Manage day-to-day GCDC office operations including scheduling, correspondence, supply ordering, and communications.
• Prepare construction draw packages, ensuring compliance with lien waivers, lender, and ownership requirements.
• Prepare and record journal entries related to construction costs, retainage, and revenue recognition.
• Ensure accurate posting of all transactions within accounting software (Sage preferred).
• Coordinate with corporate accounting on payroll, job cost reporting, and contractor payments.
• Construction Draw Management – Prepares draw requests with thorough compliance and lender alignment.
• Workflow Management – Prioritizes competing responsibilities and meets fast-paced construction timelines.
• Maintain organized digital and physical files for all active and completed projects.
• Maintain internal controls and compliance with Evergreen accounting policies.
• Manage monthly and quarterly closings, including journal entries and bank reconciliations.
• Prepare monthly and quarterly financial reports for GCDC leadership, ownership, and lenders.
• Coordinate with external auditors and the independent accounting firm, providing workpapers and supporting documentation.
• Attention to Detail – Reviews all contracts, financials, and data with thoroughness.
• Track project budgets, job cost allocations, and cash flow requirements for multiple active GCDC projects.
• Support lender audit requirements and funding requests.
• Conduct ad hoc financial analyses to support leadership decision-making.
• Reconcile vendor accounts and monitor outstanding payables/receivables.
• Maintain organized and current accounting files—both digital and physical—for all GCDC projects.
• Coordinate lien waiver collection and ensure compliance with contractual and legal requirements.
• Provide project cost tracking, variance reporting, and financial summaries.
• Review, code, and process vendor/subcontractor invoices; ensure timely payments.

Requirements

• Strong comfort working in both structured digital filing systems and physical document storage.
• Flexibility to balance detailed accounting tasks with broader office operations and team support.
• Familiarity with Illinois construction compliance, permitting, and prevailing wage regulations a plus.
• Demonstrated expertise with construction draw packages and financial reporting in a construction setting.
• Problem-Solving – Anticipates and resolves administrative, financial, or documentation issues proactively.
• High level of professionalism and confidentiality in handling sensitive financial and contractual information.
• Notary Public certification to support document execution.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) required.
• Accounting Expertise – Applies advanced construction accounting principles consistently and accurately.
• Certified Public Accountant (CPA) or progress toward CPA designation preferred.
• Construction-specific accounting certification (e.g., Certified Construction Industry Financial Professional – CCIFP).
• Strong initiative and ownership mindset, with the ability to anticipate needs and work independently.
• Communication & Collaboration – Maintains clear, professional communication across departments, construction teams, vendors, and senior leadership.
• Bachelor’s degree in Accounting, Finance, Business, Construction Management, or related field required.
• Ability to work on-site in Evergreen’s Chicago office and adapt to the pace of an active construction environment.
• Ability to lift up to 20 lbs. occasionally and navigate construction site documentation protocols.
• Willingness to occasionally adjust schedule to meet project, reporting, or draw deadlines.
• 6–10 years of experience in construction accounting, bookkeeping, or financial operations.
• Experience with construction project management tools and/or RealPage preferred.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance