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Rushmore Construction Group

Construction Operations & Bookkeeper

Location: Remote

Type: Contract | Part-Time to Start | Opportunity to Grow

Pay: $8 - $14 USD per hour, commensurate with experience

Help Keep Exceptional Construction Projects Organized, Profitable, and Moving Forward.

Rushmore Construction Group is a growing, founder-led custom luxury home builder based in Monmouth County, New Jersey. We guide homeowners through every phase of the building process, from pre-construction planning and design coordination through construction and long-term care. We take pride in exceptional workmanship, attention to detail, and creating one-of-a-kind homes rather than producing from a standard floor plan.

We're looking for a detail-oriented, financially capable Construction Operations & Bookkeeper to support the financial and operational side of our growing construction business.

This is not a basic administrative assistant position. You'll work with construction financial data, project costs, operational trackers, forecasts, documentation, vendor and subcontractor information, and the systems that help us understand how our projects and business are performing.

You'll be responsible for helping turn information from across the company into organized, accurate, useful financial and operational reporting.

We're looking for someone who understands construction or real estate finance, is highly capable in Excel or Google Sheets, can make sense of incomplete or messy information, and is comfortable taking ownership of recurring work without needing step-by-step direction for every task.

Key Responsibilities

Maintain and update recurring operating forecasts, financial models, and internal reporting for Rushmore.
Maintain financial and operational trackers used to monitor company and project performance.
Prepare first-pass financial and operational data for periodic management reviews, forecasting, budgeting, and planning.
Gather, organize, and reconcile source information from construction projects, accounting systems, project-management software, subcontractors, vendors, payroll records, and internal company systems.
Support project-level job costing and margin analysis.
Help track project budgets, committed costs, actual costs, outstanding costs, cost-to-complete projections, allowances, change orders, and other financial information.
Review financial and operational data for gaps, inconsistencies, unusual activity, missing information, or potential errors and proactively flag issues for review.
Help organize subcontractor and vendor costs, invoices, payment information, purchase information, and supporting documentation.
Assist with the preparation and maintenance of project-level and company-level financial reporting.
Support management in analyzing project profitability and identifying areas where costs, margins, or operating performance require additional attention.
Build and maintain spreadsheets, dashboards, trackers, templates, and other tools that improve visibility into company and project performance.
Assist with the organization and improvement of Rushmore's internal operating systems and processes.
Draft and maintain SOPs, process documentation, checklists, and internal operating procedures following agreed-upon changes.
Help document recurring financial, administrative, and operational workflows so processes can be followed consistently as Rushmore grows.
Support payroll, HR administration, recruiting, onboarding, and other internal operational workflows as required.
Maintain organized records and documentation across financial and operational systems.
Work with Buildertrend, QuickBooks, spreadsheets, and other company systems to ensure information is accurate, current, and usable.
Assist with one-off financial and operational analysis as new business questions or project requirements arise.
Take ownership of recurring assigned responsibilities and ensure deadlines are met without requiring constant follow-up.
Communicate clearly when information is missing, numbers do not reconcile, or additional decisions or input are required.
Continually look for ways to improve reporting, organization, financial visibility, process consistency, and operational efficiency.

Qualifications

2-5 years of relevant experience, preferably involving construction finance, real estate finance, construction accounting, project accounting, operations, or a similar environment.
Experience working with construction job costing, project-level financial reporting, project budgets, costs, margins, subcontractors, vendors, or similar construction financial information.
Strong Excel and/or Google Sheets skills are required.
Comfortable building, maintaining, and working within financial models, forecasts, trackers, and reporting spreadsheets.
Strong numerical ability and attention to detail.
Comfortable working with messy, incomplete, or inconsistent source data and organizing it into accurate, usable information.
Ability to identify discrepancies, missing information, unusual costs, or other potential financial and operational issues rather than simply entering data.
Familiarity with construction accounting, project-management, ERP, or property-management software such as Buildertrend, QuickBooks, DoorLoop, Escala, or similar systems is strongly preferred.
Buildertrend experience is a strong plus.
Familiarity with subcontractor and vendor payment structures, project-level P&Ls, equipment or capital expenditure decisions, payroll, or similar construction finance concepts is preferred.
Excellent organizational skills and the ability to manage recurring deadlines and multiple priorities.
Clear, concise written communication skills.
Comfortable preparing documentation and reports that may be reviewed by company leadership and other stakeholders.
Self-directed and comfortable taking ownership of work without receiving step-by-step instructions for every task.
Strong judgment regarding when to independently resolve an issue and when to escalate a question or discrepancy.
Comfortable working remotely and communicating proactively with a distributed team.
Experience in a fast-growing, founder-led construction or real estate company is a plus.
Consulting, fractional operations, bookkeeping, accounting, or agency-adjacent experience is helpful but not required where the candidate has strong construction or real estate financial experience.
A solutions-first attitude and the ability to remain organized, accurate, and accountable when priorities change.

Pay & Benefits

Contract position.
Remote.
Part-time to start, with the opportunity for responsibilities and hours to grow as Rushmore expands.
Pay: $8 - $14 USD per hour, commensurate with experience.
Initial responsibilities will focus primarily on recurring, structured financial and operational work, including forecasts, trackers, reporting, and data organization.
Additional responsibilities will be introduced as familiarity with Rushmore's projects, financial structure, systems, and operating processes develops.
Opportunity to work directly with company leadership and gain visibility into the financial and operational side of a growing custom luxury home builder.
Opportunity to take on increasing responsibility across finance, reporting, project controls, systems, HR, and business operations.
Meaningful opportunity to help improve the systems and processes Rushmore uses as the company grows.
Work involving distinctive, high-end custom residential construction projects rather than high-volume production building.

Why Rushmore Construction Group?

Rushmore offers someone with strong construction finance and operations skills the opportunity to work closely with a growing custom home builder where the numbers you manage directly influence real projects and real business decisions.

You'll also have the opportunity to grow with the position. The role will begin with recurring, structured responsibilities such as forecast updates, financial trackers, job-cost information, and reporting. As you develop a deeper understanding of Rushmore's projects and systems, you'll have the opportunity to take ownership of increasingly complex financial and operational responsibilities.

Rushmore Construction Group is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.

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Construction Operations & Bookkeeper — Job Description (Rushmore Construction Group)

\n\n

Position summary and scope

This role is responsible for day-to-day transactional recordkeeping and control for Rushmore Construction Group’s construction operations. The incumbent posts and codes transactions, processes and verifies invoices and receipts, reconciles subsidiary ledgers and bank accounts, prepares transaction summaries for period close, and compiles supporting documentation for internal and external review.

The position supports project managers, operations leadership, external vendors and clients, and the accounting/finance function by ensuring timely, complete, and accurate source data that underlies financial reporting and cash management. Success is measured by transactional integrity, timeliness of records for month-end close, and readiness for audits and external review.

\n\n

Objectives and Key Results (OKRs)

Objective 1 — Maintain transactional integrity for construction operations.\n
- KR1.1: Achieve a monthly ledger posting error rate ≤ 0.25% (material posting errors) as measured by audit sampling.
- KR1.2: Reconcile all project subsidiary ledgers to the general ledger within 7 business days after month end for 95% of projects.
\n
Objective 2 — Deliver timely accounts payable and receivable processing to support cash flow.\n
- KR2.1: Process 100% of vendor invoices within 3 business days of receipt and code to correct job/account 98% of the time.
- KR2.2: Post customer payments and update receivables within 2 business days of receipt for 98% of remittances.
\n
Objective 3 — Support month-end and audit readiness.\n
- KR3.1: Provide complete transaction packages and trial balances to the controller within 3 business days of month close in 100% of months.
- KR3.2: Maintain organized documentation so that internal or external auditors can locate supporting records for 100% of sampled transactions within 2 business days.
\n
Objective 4 — Improve process efficiency and reduce rework.\n
- KR4.1: Implement at least one documented process improvement or automation that reduces average invoice processing time by 15% within 12 months.
- KR4.2: Reduce vendor payment disputes attributable to coding/entry errors by 50% year over year.
\n

\n\n

Key Performance Indicators (KPIs)

Monthly ledger posting error rate (target ≤ 0.25% of sampled transactions).
Days-to-reconcile: average days between month end and completed reconciliation for project subsidiary ledgers (target ≤ 7 days).
Invoice processing turnaround time (average days from receipt to posted payment/authorization; target ≤ 3 days).
AR posting lag: average days from receipt of payment to posting (target ≤ 2 days).
Percentage of month-end deliverables provided on time to controller (target 100%).
Audit support responsiveness: time to provide requested documentation for sampled transactions (target ≤ 2 business days).
Number and impact of vendor/customer payment disputes caused by posting or coding errors (target: downward trend; 50% reduction year-over-year).
Process improvement metrics: time saved or error reduction attributable to implemented changes (measured annually).

\n\n

Problems solved for internal and external customers

Internal — Operations and Project Managers: Provide accurate job-level cost posting and timely transaction records so managers can monitor burn rates, budget variances, and make informed operational decisions.
Internal — Finance/Controller: Deliver complete and validated transaction data that enables timely month-end close, accurate financial consolidation, and minimizes manual corrections.
Internal — Procurement/Accounts Payable: Reduce payment delays and disputes by ensuring invoices are coded correctly, supported by required documentation, and paid on schedule.
External — Vendors and Subcontractors: Minimize vendor inquiries and disputes by maintaining clear, auditable records of invoices and payments and by responding to payment inquiries promptly.
External — Clients and Auditors: Ensure project billing, retainage, and payment records are accurate and fully supported to facilitate client billing cycles and external audits.

\n\n

Key skills, abilities and knowledge required

Technical bookkeeping skills: general ledger posting, accounts payable and receivable workflows, bank and project ledger reconciliations, journal entries, trial balance preparation.
Familiarity with construction accounting concepts: job costing, retainage, change orders, progress billing, work-in-progress (WIP) basics, and project funding flows.
Systems proficiency: experience with construction accounting/ERP systems (e.g., Sage 100/300/Intacct, Viewpoint, Procore Financials) and Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, basic formulas).
Attention to detail: ability to detect and prevent posting errors and to maintain organized supporting documentation.
Time management and prioritization: meet strict month-end deadlines and respond to operational requests with appropriate urgency.
Analytical problem-solving: locate root causes of reconciliations gaps, payment discrepancies, and coding errors and propose corrective actions.
Communication and stakeholder management: clearly explain transactional issues to project staff, vendors, and finance team members and escalate when required.
Compliance and controls orientation: knowledge of internal control principles, documentation standards for audits, and confidentiality requirements for financial data.
Continuous improvement mindset: willingness to document processes, suggest and implement automation or workflow improvements, and adopt best practices for efficiency and accuracy.
Preferred experience: 2–4 years of bookkeeping in a construction or project-based environment, or equivalent combined accounting/operations experience; formal bookkeeping or accounting coursework or certification is advantageous but not mandatory.

\n\n

Performance context and accountability

The Construction Operations & Bookkeeper reports to the Controller (or designated finance lead) and works closely with Project Managers and Accounts Payable/Receivable stakeholders. The role is accountable for the accuracy and timeliness of transactional records. Performance evaluation will be based on the OKRs and KPIs above, adherence to internal control procedures, responsiveness to internal and external inquiries, and demonstrable contributions to process improvements that reduce errors or cycle times.

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