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Grainda Builders

Construction Bookkeeper & Admin Assistant

Location: Charlotte, NC (serving Charlotte & Lake Norman area)

Build the Financial Foundation Behind Exceptional Projects

Grainda Builders is a premier custom home builder serving the Charlotte and Lake Norman area. The company brings together architects, designers, craftsmen, and clients to create exceptional custom homes, renovations, and commercial spaces built on trust, quality, and collaboration.

Grainda Builders is hiring a Bookkeeper & Admin Assistant to support both financial operations and pre-construction estimating functions. This role is ideal for someone who is detail-oriented, highly organized, comfortable with accounting processes, and familiar with the construction or homebuilding industry.

This position will manage important bookkeeping tasks while also assisting with RFPs, bid tracking, vendor coordination, takeoffs, and purchase orders. Grainda Builders is looking for someone with strong experience, good people skills, and opportunity for increased responsibility and growth over time.

Key Responsibilities

Manage accounts payable processes, including invoice entry, payment tracking, and collections
Print and process weekly check runs
Monitor electronic payments for accuracy and timeliness
Maintain and track Certificates of Insurance to ensure vendor compliance
Track vendor agreements, terms, renewals, and documentation
Prepare monthly budget adjustment reports
Reconcile accounts and assist with general ledger maintenance
Support project estimating and pre-construction teams
Prepare and distribute RFPs to subcontractors and vendors
Track incoming bids and follow up as needed
Compile and analyze bid data for comparison and decision-making
Coordinate vendor pricing and scope review meetings
Perform basic material takeoffs from plans and specifications
Assist with purchase orders based on awarded bids

Qualifications

Proven bookkeeping or accounting experience, preferably in construction or homebuilding
Strong understanding of accounting principles
Strong Microsoft Excel skills
Experience with construction accounting software; Sage Construction preferred
Familiarity with Buildertrend or similar project management software
Ability to read and interpret construction plans and specifications
Bluebeam experience for plan review and takeoffs strongly preferred
Excellent organization and attention to detail
Ability to manage multiple tasks and meet deadlines
Strong communication skills with vendors, subcontractors, and internal teams
Residential construction or custom homebuilding experience preferred
Estimating or pre-construction support experience preferred

Pay and Benefits

Full-time, W-2 Employment
Pay: $60,000-$75,000 per year, based on experience
100% employer-paid employee health insurance
Dental and vision available at employee cost
401(k) with 3% contribution after one year of employment
Paid time off
Long-term growth opportunity within the company
Opportunity to take on increasing responsibility over time
Typical schedule: Monday-Friday

Why Grainda Builders?

Grainda Builders is a strong fit for someone who wants more than a routine bookkeeping role. This position supports the financial and estimating side of meaningful custom home projects while offering room for long-term growth. You'll be part of a respected team that values accuracy, professionalism, communication, and doing excellent work for clients.

Grainda Builders is an equal opportunity employer and does not discriminate based on any protected characteristic under applicable law.

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Construction Bookkeeper & Estimating Assistant — Grainda Builders Inc.

\n\n

Position summary

The Construction Bookkeeper & Estimating Assistant is responsible for maintaining accurate transactional financial records, supporting month-end close readiness, assisting estimating workflows, and ensuring reliable source data for internal management and external reviewers. This position captures, verifies, and classifies primary financial data for construction projects and performs ancillary estimating support tasks that improve budget fidelity and job-cost visibility.

The role reports to the Controller/Finance Manager and operates as a transactional accuracy and estimating support function, resolving discrepancies between project records, vendor invoices, payroll postings, and estimate inputs to minimize downstream rework and financial risk.

\n\n

Objectives and Key Results (OKRs)

Objective: Maintain accurate and timely transactional records for all active projects.\n
- KR1: Complete daily transaction postings and coding for 95%+ of received invoices and receipts within 48 hours.
- KR2: Produce reconciled subsidiary ledgers and bank reconciliations within 5 business days of month end 100% of periods.
\n
Objective: Improve estimating support quality and speed to reduce project budget variance.\n
- KR1: Deliver preliminary material and subcontract cost entries for new estimates within agreed estimating cycle times 90% of the time.
- KR2: Maintain an updated vendor/unit-cost reference file with verified prices for at least 90% of commonly used line items.
\n
Objective: Ensure records readiness for internal review and external audit.\n
- KR1: Supply complete supporting documentation for 100% of sampled transactions during internal audits.
- KR2: Reduce posting error rate to below 1% of transactional value by implementing verification checkpoints.
\n

\n\n

Key Performance Indicators (KPIs)

Invoice processing turnaround time (hours/days from receipt to posting).
Month-end close preparedness: percentage of reconciliations completed on schedule.
Posting accuracy rate: percentage of transactions without errors requiring adjustment.
AR collection support metric: days sales outstanding (DSO) for project receivables influenced by timely posting and billing support.
Estimating support timeliness: percent of estimate inputs delivered to project managers within required estimating windows.
Audit readiness score: percentage of transactions with complete, stored supporting documentation.

\n\n

Problems solved for internal and external customers

Internal customers (project managers, estimators, finance team): provide reliable, timely transaction data and cost references to enable accurate project cost tracking, budgeting, and decision-making; reduce rework and reconcile discrepancies between job records and accounting ledgers.
External customers (vendors, subcontractors, auditors, lenders): ensure that invoices, payments, and supporting documentation are accurate and traceable, thereby minimizing payment disputes, audit findings, and financing delays.
Organization-level: decrease financial control risk by ensuring transactional integrity and improving the speed and accuracy of estimate-to-actual comparisons used for forecasting and margin control.

\n\n

Primary duties and responsibilities

Post, code, and verify vendor invoices, receipts, credit memos, and expense reports for construction projects; match to purchase orders and subcontracts where applicable.
Maintain and reconcile subsidiary ledgers (AP, AR, job cost) and perform bank reconciliations.
Prepare transaction summaries, trial balances, and supporting schedules for month-end close and for the Controller.
Support payroll posting and job-cost allocation in coordination with payroll provider and HR.
Assist estimating team by compiling cost line-item data, updating vendor/unit-cost files, entering preliminary cost items into estimating tools, and validating estimate-to-contract transitions.
Respond to vendor and subcontractor inquiries related to invoices and payments; coordinate dispute resolution and payment scheduling with the finance team.
Compile and maintain audit-ready documentation for transactions, retain files according to company policy, and support audit requests.
Implement and follow internal controls and verification checkpoints to reduce posting errors and detect anomalies.

\n\n

Key skills, abilities and knowledge required

Technical bookkeeping skills: AP/AR processing, general ledger postings, bank reconciliation, trial balance preparation, job-cost accounting basics.
Familiarity with construction accounting conventions (job-cost tracking, retainage, progress billing) and estimating workflows.
Proficiency with accounting software (e.g., QuickBooks, Sage, or equivalent) and common estimating tools/spreadsheets; strong Excel skills (pivot tables, v-lookups/index, formulas).
Attention to detail and strong numerical accuracy; ability to detect and resolve discrepancies in transactional data.
Organizational and time-management abilities to meet posting turnaround and month-end deadlines.
Effective communication skills for coordinating with project teams, vendors, and auditors and for documenting procedures.
Understanding of internal controls, document retention, and audit preparation practices.
Continuous improvement orientation: ability to identify process gaps and assist in implementing workflow efficiencies.

\n\n

Performance context and development expectations

Success in this role is measured by the completeness and accuracy of transaction records, timeliness of postings and reconciliations, quality of estimating support, and readiness of documentation for review. The incumbent is expected to progressively own more complex estimating inputs, refine the vendor cost database, and contribute to improvements in bookkeeping and estimating processes. Ongoing development may include training in construction accounting, advanced accounting software features, and estimating best practices to meet the OKRs and KPIs described above.

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Construction Bookkeeper & Admin Assistant

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