Construction Bookkeeping & Office Manager

Overview

Manages construction accounting and office operations for GCDC division

Key Responsibilities

• draw management
• bookkeeping
• cost tracking
• financial reporting
• vendor reconciliation
• compliance docs

Tasks

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

Requirements

• cpa
• ccifp
• realpage
• excel
• notary
• construction accounting

What You Bring

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

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Benefits

This is an in-office position with limited flexibility. Work from home is permitted on Tuesdays only. On Fridays, the schedule is 8:30 AM to 12:30 PM, with the expectation that weekly hours are completed in full. No additional schedule flexibility is available. The role is primarily sedentary and performed in a standard office setting, with occasional light lifting of files or supplies. Reasonable accommodation may be made as needed.

About Evergreen Real Estate Group

-Founded with a vision to transform the real estate landscape, focusing on high-quality developments. -Operates in multiple sectors, from residential to commercial properties, creating dynamic spaces for businesses and communities. -Known for integrating modern design and sustainability into each project, enhancing both functionality and aesthetic appeal. -Has a track record of successful mixed-use developments that blend residential, retail, and office spaces seamlessly. -Continually evolving with market demands, adapting to new opportunities in urban development and property investment.

Sector Specialisms