Office Admin/Bookkeeper - The Contractor Consultants

Take Charge of Your Career as an Office Admin/Bookkeeper!

Job Title:Office Admin/Bookkeeper

Company Name: Art Newsome, Inc.

Salary: $57,000 - $60,000 per year, plus benefits

Full Job Description

We are seeking a detail-oriented and highly organized Office Admin/Bookkeeper to join our team. In this role, you will manage essential accounting functions, including accounts payable, accounts receivable, payroll, and employee benefits. You will also handle cash management, oversee contracts, billing, and inventory, and work closely with our CPA to ensure accurate financial reporting. This position plays a key part in our financial and administrative operations and requires proficiency in bookkeeping, accounting software, and payroll systems.

Who we are: 

Founded in 1973, Art Newsome, Inc. (ANI) is a trusted provider of residential and commercial HVAC services in Newport News, VA. With over 40 years of experience, ANI is committed to ensuring the comfort and health of indoor environments through expert heating, cooling, and indoor air quality services. The company prides itself on its dedication to delivering high-quality, reliable HVAC solutions. ANI's long-standing involvement in the community and adherence to core values have established it as a leading 'Design and Build' HVAC company in the region, including Williamsburg and surrounding areas.

• Accounts Payable (AP)
  • Enter, code, and post overhead and subcontractor invoices.
  • Request receipts and code and enter credit card transactions for three statements.
  • Select and print weekly AP checks, pay some invoices online, and inform subcontractors about invoice payment statuses.
  • Disburse and record petty cash; run month-end AP reports.
  • Reconcile AP to GL monthly; track sales tax liability and file quarterly reports.
  • Enter and record manual and voided checks; update or correct invoices as needed.
  • Prepare, file, and report 1099s annually; manage month-end AP closing.
• Accounts Receivable (AR)
  • Address AR issues and report discrepancies; record unearned income adjustments.
  • Review monthly and year-end aging reports, ensuring AR and GL balance.
  • Guide AR clerk on collection actions; oversee monthly posting and close AR at year-end.
• Payroll/HR
  • Process weekly payroll for salaried and hourly employees; upload and submit payroll direct deposits.
  • Review weekly payroll reports; pay and file taxes weekly, quarterly, and annually, including W-2 reporting.
  • Verify new employees in e-verify; manage payroll deductions, garnishments, and child support payments.
  • Maintain accurate employee records and assist with HR issues; handle workers' comp reporting and tracking.
  • Manage employee tool accounts and close payroll at month-end.
• Employee Benefits
  • Assist in preparing benefit packets for new hires and during renewals or qualifying events.
  • Coordinate with insurance agents for enrollments and cancellations; support employees with benefit inquiries.
• Cash Management
  • Maintain and reconcile transactions across four bank accounts.
  • Monitor cash flow before check disbursements; perform bank transfers.
• Contracts
  • Set up and manage SOV contracts for commercial jobs; handle change orders and contract closings.
• Billing
  • Prepare monthly billing reports for project managers; generate and process billings, ensuring accuracy and notarization.
• Job Costing
  • Assist with year-end WIP reports; reconcile direct job costs and post related transactions monthly.
• General Ledger (GL)
  • Record journal entries; review trial balances for errors and set up new base accounts as needed.
  • Reconcile financial statements; support year-end tax reporting and CPA documentation.
• Insurance & Compliance
  • Assist with COI/WC insurance renewals and audits; manage COI/WC documentation for general contractors.
  • Inventory Management
  • Record and post monthly inventory in GL and job cost modules.
• Miscellaneous
  • File business licenses; manage auto/GL/WC insurance documentation.
  • Support year-end bonus calculations; perform administrative tasks for staff and maintain job documents.
• ARTNEWCO
  • Manage rent and overhead checks; reconcile bank statements and support CPA for partnership tax returns.

• Proven experience in bookkeeping and office administration.
• Proficiency in accounting software (e.g., Sage, QuickBooks) and Microsoft Office Suite.
• Strong organizational and multitasking skills.
• Excellent attention to detail and problem-solving abilities.
• Familiarity with payroll processing, tax filing, and benefits administration.
• Effective communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.

• Health Insurance Options (company pays a portion)
  • Medical
  • Dental
  • Optical Insurance
• Retirement Plan Options
• IRA plan with company match
• Short Term Disability Insurance
• Paid Time Off
  • 5 Paid Holidays
• Career Growth Opportunities
• Work Life Balance
• Company and Team Events
• Performance or Annual Bonuses
• Continued Training and Certifications
  • Company Paid Training
  • Tuition Reimbursement
  • Interest Free Tool Account

• Full Time
• Monday to Friday

• Newport News, VA