Bookkeeper / Administrative Assistant

2 days ago

Norman, Oklahoma, United States Spartan Pool and Patio LLC Full time

Job Summary:

The Bookkeeper is responsible for managing financial records and supporting day-to-day accounting operations. This role is essential to maintaining the financial health of the business and ensuring smooth coordination between field operations and office administration.

Key Responsibilities:Accounts Payable:

· Enter and code invoices into accounting software (e.g., QuickBooks, Xero)

· Prepare and process check runs, ACH payments, and wire transfers

· Maintain vendor files with required documentation: W9, certificates of insurance, etc

· Communicate with vendors regarding required documentation, payment statuses, etc.

· Monitor and manage day-to-day financial transactions, credit card transactions, etc.

· Provide administrative support for purchasing, invoicing, and vendor management

· Reconcile vendor statements and resolve discrepancies promptly

· Support inventory and job cost tracking by coordinating with operations and purchasing teams

· Manage vehicle information: purchase title, renew tags, auto insurance, etc.

Accounts Receivable:

· Generate and send invoices to customers based on completed services or project milestones

· Monitor aging reports and follow up on overdue accounts professionally and persistently

· Reconcile customer accounts and resolve discrepancies or billing issues

· Record payments received via check, ACH, credit card, or other methods

· Respond to customer inquiries regarding invoices, balances, and payment options

· Collaborate with operations and dispatch teams to ensure accurate billing and cost allocation

· Create daily cash and check deposits, transport to bank

· Reconcile cash on hand, weekly

General Finance:

· Reconcile bank accounts

· Assist with month-end and year-end closing and accruals

· Ensure compliance with internal controls and company policies

· Maintain financial records and documentation in compliance with company policies and regulatory standards

· Maintain organized filing systems for receipts, invoices, and financial documents

· Support process improvements to streamline billing and collections workflows

· Support tax preparation, assist with audits, and liaise with external accountants, if needed

· Perform other duties as assigned

Qualifications:

· Education

o High school diploma or GED; required

o Bachelor's degree; preferred

· Experience

o 2+ years bookkeeping, financial administration or similar; required

· Technical Skills

o Basic computer skills (Word, Excel, Outlook, Calendar); required

o Accounting Software experience; preferred

o Strong attention to detail and organization skills; required

Physical Requirements:

o Ability to sit for long periods of time

o Ability to look at a screen for majority of the day

o Ability to work in a fast-paced environment and manage multiple tasks simultaneously

Working Conditions:

· Primarily inside with climate control

Pay Type:

· Hourly; based on qualifications

Position Type:

· Full-Time: Monday – Friday; 7:30-5:00

· Occasional nights or weekends; emergency situations only

Benefits:

· Health insurance; subsidized by employer

· Paid holidays

· Paid time off

· Potential use of a company vehicle after an initial probationary period

· 401(K) opportunity; employee funded

· Training and career growth opportunities

Job Type: Full-time

Pay: $ $26.00 per hour

Expected hours: 40 per week

Benefits:

  • 401(k)
  • Employee discount
  • Health insurance
  • Paid time off

Work Location: In person

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