Bookkeeper

Job Title: Bookkeeper / Office Administrator Job Description
This full-time Bookkeeper / Office Administrator role combines hands-on bookkeeping with a broad range of office administration and customer service responsibilities. You will support leadership, sales, field personnel, and operations in a friendly, low-stress environment while ensuring accurate financial records, smooth office operations, and professional communication with customers and team members.
Responsibilities
- Onboard new employees and maintain accurate and up-to-date personnel files.
- Coordinate and submit weekly payroll to the payroll service using QuickBooks-based payroll tools.
- Support the sales team, field personnel, and operations leadership with administrative and coordination tasks.
- Provide direct administrative support to the company owner and other leaders as needed.
- Answer incoming phone calls promptly and professionally, routing calls and taking messages as appropriate.
- Create and maintain project files, ensuring all relevant documentation is properly organized and accessible.
- Create service orders and schedule service appointments in coordination with field personnel and customers.
- Communicate regularly with customers and potential customers, providing excellent customer service and follow-up.
- Enter and maintain accurate financial data in QuickBooks Online, including items, transactions, and account details.
- Prepare and issue customer invoices in a timely and accurate manner.
- Prepare proposals and related documents to support sales and project activities.
- Enter vendor bills and customer payments, ensuring proper coding and reconciliation.
- Assist with payroll processing, including gathering and verifying time data and coordinating with the payroll service.
- Use Microsoft Office, including Excel and other Office 365 tools, to manage documents, reports, and spreadsheets.
- Participate in office-wide collaboration using tools such as Zoom and other software platforms.
- Learn and adapt to new software systems as needed to support accounting, payroll, and office operations.
Essential Skills
- Proven experience as a bookkeeper or in a similar accounting and office administration role.
- Experience working in a construction company office (preferred, at least 1 year).
- Proficiency with QuickBooks Online, including entering items, vendor bills, customer payments, and preparing invoices.
- Hands-on experience with weekly payroll processing, preferably using QuickBooks-based payroll tools.
- Strong proficiency with Microsoft Office, including Word, Excel, and Office 365.
- General aptitude for learning and using software tools such as Zoom and other office applications.
- Notary certificate or willingness to obtain one.
- Strong organizational skills with high attention to detail and accuracy.
- Excellent phone skills and comfort calling and speaking with customers and employees.
- Effective written and verbal communication skills in English.
- Customer service-oriented mindset with a team-focused, collaborative attitude.
- Ability to manage multiple tasks, prioritize workload, and meet deadlines in a busy office environment.
- Ability to reliably commute to or relocate to the Lake Zurich, IL area.
Additional Skills & Qualifications
- Experience in a construction industry office environment.
- At least 1 year of general office or administrative experience (preferred).
- At least 1 year of construction-related experience (preferred).
- Spanish language skills (preferred).
- Familiarity with Adaptive or similar financial planning or reporting tools (nice to have).
- Experience with HubSpot or similar CRM platforms (nice to have).
- Experience with human resources tasks such as onboarding, maintaining personnel files, and supporting HR processes.
- Comfort working with payroll and HR-related systems and data.
- Strong customer service experience, particularly in phone-based and office-based customer interactions.
- Ability to adapt to new technologies and continuously improve processes.
Work Environment
This role is based in an office environment in the Lake Zurich, IL area and operates on a standard Monday to Friday schedule with an 8-hour shift each day. You will work closely with the companys leadership team, including the owner, sales leadership, operations leadership, and other key roles such as service coordination, project assistance, and estimating. The organization has approximately 35 team members, with about 8 working consistently in the office, creating a collaborative and supportive environment. The workplace emphasizes a friendly, low-stress atmosphere where teamwork, professionalism, and customer service are highly valued. You will use tools such as QuickBooks Online, Elite Payroll from QuickBooks, Microsoft Office (including Excel and Office 365), Zoom, and other business software. The role offers permanent benefits including a 401(k), health insurance, paid time off, and a flexible schedule, supporting a healthy work-life balance. Dress expectations are typical of a professional office setting.
Job Type & Location
This is a Contract to Hire position based out of Lake Zurich, IL.
Pay and Benefits
The pay range for this position is $35.00 - $38.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Lake Zurich,IL.
Application Deadline
This position is anticipated to close on Oct 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.