Title: Bookkeeper

Department: Accounting

Location: Hermosillo, Sonora

Position Overview:

Reporting directly to the Controller, the Bookkeeper is responsible for ensuring the accuracy and efficiency of the company's financial operations. This role involves the meticulous entry of all accounts payable (AP) invoices into the accounting system (Spectrum) and securing necessary approvals from project managers and other relevant parties. The Bookkeeper will also manage vendor payments, ensuring they are processed promptly as authorized by the upper management.

In addition to overseeing accounts payable, the Bookkeeper will administer the accounts receivable (AR) functions of the business.

Furthermore, the role entails submitting certified payroll and providing support to the team with various tasks as required, contributing to the overall success of the financial department.

He/She is required to exemplify and embody the purpose, vision, core values, and leadership standards of R&M Construction, and play a key role in consistently applying and promoting these principles throughout the organization and in daily interactions with others.

THE FOLLOWING KEY DUTIES AND ACCOUNTABILITIES ENSURE THE CRITICALSUCCESS OF THIS POSITION

50% AP & Invoice Management: Accountable in entering all invoices into the accounting system in a timely manner while ensuring they are approved by project managers and other responsible parties. Also, responsible for coordinating and paying vendors on time as approved by the upper management.

• Accurately input all received invoices into the accounting system in a timely manner.
• Check each invoice for accuracy, including but not limited to: Amounts, dates, vendor information, and assigned project, before entering it into the accounting system.
• Ensure each invoice is reviewed and approved by the corresponding project manager (PM) and other responsible parties as required by company policy.
• Cross-check invoices against purchase orders (PO) and contracts to ensure accuracy.
• Keep records of all invoices and their supporting documents in the accounting software and company server as needed for future reference
• Identify and follow up on any discrepancies or issues with invoices, collaborating with vendors and internal staff to resolve them promptly.
• Regularly update the accounting software with the latest invoices, ensuring that the accounts payable ledger is accurate and current for financial reporting and audits.
• Coordinates and pays vendors in a timely matter as approved by upper management
• Fills out credit applications, follows up, and updates the New credit accounts excel log and Spectrum with the new vendors credit account info.
• Process AP waivers as requested by customers, reviewing and approving them as needed.
• Coordinates with vendors to resolve any invoice discrepancies.
• Provide PO #s to internal buyers.

20% Accounts Receivable (AR):Responsible for processing all accounts receivable activities to ensure timely collection of payments and accurate record-keeping.

• Posts pay apps in Spectrum after PMs create and approve them, ensuring accurate billing records.
• Follows up on payments weekly with customers to collect on any open AR invoices.
• Scans AR checks and save copy in server and apply payments in Spectrum to match them with open invoices.
• Verifies and provide AR waivers as requested by customers and keep proper records.
• Works closely with PMs and customers to address billing issues, ensuring timely payments and maintaining AR accuracy and current.
• Confirms and submits TXDOT and other project owners payment confirmation audits.
• 20% Certified Payroll Reporting:Accountable to accurately prepare and submit certified payroll reports for all applicable projects, ensuring compliance with federal, state, and local regulations.
• Gather all necessary payroll data, including hours worked, wages, deductions, and job classifications for employees working on certified projects.
• Ensure that all payroll information is accurate and complete, cross-checking hours worked and wage rates against project contracts and labor laws.
• Use the collected data to generate certified payroll reports for each applicable project, ensuring all required information is included as per federal, state, and local regulations.
• Verify that all certified payroll reports comply with the project prevailing wages and other relevant labor regulations applicable to the projects before submitting such reports.
• Submit the certified payroll reports to the appropriate agencies or authorities on time, adhering to the specified submission schedules.
• Keep detailed and organized records of all certified payroll reports, including supporting documentation such as timesheets and wage determinations, for future reference and audits.
• Address any inquiries from regulatory agencies or project stakeholders regarding certified payroll reports and provide necessary documentation and explanations during audits.
• 10% Miscellaneous and Meetings:Participate in internal meetings and handle additional tasks as needed to support smooth operational and financial processes.
• Attend weekly and monthly meetings with the accounting, operations, and project management teams to discuss financials, project updates, and potential challenges.
• Assist in ad hoc reporting and special projects as required by management.
• Ensure continuous process improvements by contributing ideas to streamline invoice processing, payment collection, and financial reporting, and other.

Key success measures (outcomes) for this position:(TO BE UPDATED as needed BY THE R&M Construction team)

1. Accuracy of Invoice Entries:

Metric: Achieve a 100% accuracy rate in invoice entries with no errors detected during audits.

1. Timeliness in Getting AP Invoices Approved:

Metric: Average number of days it takes to enter new AP invoices from receiving them to getting them approved by PMs and other parties:

Example: Ensure that 100% of new invoices are entered into the accounting system and approved by the appropriate invoice approvers on a weekly basis

1. Timeliness and accuracy of paying vendors:

Metric: Pay vendors as soon as we receive the payments.

1. Effectiveness of Accounts Receivable Management:

Metric: Percentage of unpaid client bills resolved within a specified timeframe.

Example: Resolve outstanding client bills and provide status report on a weekly basis.

Compliance with Certified Payroll Reporting:

Metric: Submit 100% of certified payroll reports accurately and by the required deadlines for all applicable project

Document Organization and Accessibility:

Metric: Percentage of financial documentation organized and readily accessible for audits and reviews.

Example: Ensure 100% of financial documentation is properly organized and accessible, reducing time spent preparing for audits, financial reviews, and looking for documents by others.

EDUCATION

• Associate or bachelors Degree preferably in Accounting, Finance, Business Administration, or a related field. An associate degree may be acceptable with sufficient experience.

• Certification from recognized bodies such as the American Institute of Professional Bookkeepers (AIPB) or certification as a Certified Bookkeeper (CB) can be beneficial.

PROFESSIONAL QUALIFICATIONS / EXPERIENCE / Skills / personal characteristics

• At least 2-5 years of bookkeeping experience, ideally within the construction industry or a related field that requires job costing and progress billing.

• Experience with accounting software specific to construction is highly advantageous.

• Proficient in managing accounts payable, accounts receivable, payroll, and general ledger.

• Ability to manage detailed financial information accurately to prevent errors.

• Capable of performing basic financial analysis and generating reports.

• Strong organizational and time management skills to handle multiple tasks simultaneously.

• High level of honesty, confidentiality, and integrity given the sensitive nature of financial information.

• Ability to identify and resolve discrepancies in financial entries and reports.

• Anticipating needs and potential issues before they arise and addressing them effectively.

• Comfortable with fluctuating workloads typical in construction environments.

• Understanding of compliance with financial regulations and tax laws, particularly those specific to the construction sector, such as retainage and progress billing practices.

WHAT WE OFFER

-Competitive salary
-Major Medical Health Insurance.
-15 PTO day since day 1.
-Opportunity for advancement & growth in a rapidly expanding team.
-Mentorship, learning & education programs
-Monthly employee events