Construction Bookkeeper (QuickBooks) – Freelance, Remote
Department: Specialized Roles
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description
About the Client
Our client is a US-based real estate development and construction management firm delivering multifamily and commercial projects. They provide end-to-end services including general contracting, owner’s representation, project management, and development consulting. The team is growing and is implementing stronger financial systems to support multiple concurrent projects and scale effectively.
Why does this role exist?The founders are spending too much time on bookkeeping and coordination tasks that must be tracked accurately to keep projects on schedule and on budget. They recently adopted BuilderTrend but still rely on Excel for invoicing, billing, and spend tracking, creating reconciliation headaches and slowing decision-making. This role exists to own construction finance operations day to day, migrate financial tracking into BuilderTrend, and establish clear communication with field crews and subcontractors so management can focus on business development and project delivery.
The Impact you’ll make
Construction Finance Operations
- Own invoice tracking, billing, and AP/AR workflows in QuickBooks
- Process and reconcile invoices, receipts, and payments against budgets, commitments, and subcontractor agreements
- Track spend by project, cost code, and vendor; flag variances and threshold issues early
Systems and Data Migration (Excel → BuilderTrend)
- Migrate current financial tracking from Excel into BuilderTrend with clean, validated data
- Configure and maintain cost codes, budgets, and workflows for accurate reporting
- Establish documentation and SOPs to ensure consistent, auditable processes
Reconciliation and Reporting
- Perform weekly reconciliations between BuilderTrend, QuickBooks, and source documentation
- Produce clear weekly summaries of AP/AR status, spend-to-budget, and upcoming cash needs
- Resolve discrepancies promptly and maintain an organized digital audit trail in Google Drive
Subcontractor and Vendor Coordination
- Request estimates, invoices, and supporting documents from subcontractors and suppliers
- Coordinate delivery of invoices and ensure all required documentation is received on time
- Obtain schedule updates from subs and communicate changes to management and field teams
Communication and Field Interface
- Serve as a liaison between management and Spanish-speaking field crews to close communication gaps
- Route approvals, share status updates, and follow up proactively via WhatsApp, email, iMessage, and Google Meetings
- Support project coordination needs as a secondary priority to finance
Skills, Knowledge and Expertise
Required:
- Construction industry bookkeeping experience with proven QuickBooks proficiency (AP/AR, billing, reconciliation)
- Hands-on BuilderTrend or similar project management tool experience for project financials and reporting
- Strong knowledge of construction finance (invoice workflows, spend tracking, subcontractor agreements/thresholds)
- Comfortable interfacing with field crews and subcontractors
- Available full-time, Monday–Friday, 8:00 am–5:00 pm Eastern Time (with flexibility for an additional hour as needed)
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
Your Superpowers:
- Technical: QuickBooks, BuilderTrend, Google Workspace (Drive, Gmail, Meet), and strong Excel skills for data cleanup/migration
- Financial rigor: meticulous reconciliation, cost coding, spend-to-budget tracking, and documentation
- Organization: exceptional attention to detail, file management, and process discipline
- Communication: clear, proactive follow-ups; confident with WhatsApp, email, iMessage, and meetings
- Mindset: ownership, urgency, problem-solving, and the ability to manage multiple projects simultaneously
You should apply if…
- You love bringing order to complex construction finances and can quickly spot gaps or discrepancies
- You’re systems-driven and excited to transition teams from ad hoc spreadsheets to disciplined, software-based workflows
- You thrive in a fast-moving environment, communicate clearly with office and field personnel, and follow through without handholding
- You take pride in accuracy, reliability, and being the go-to person for keeping billing, invoices, and reconciliation on track
What to expect…
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 8:00 am–5:00 pm Eastern Time
Compensation:
- $7 per hour
- No benefits package included
Benefits
