Bookkeeper & Administrative Assistant

Job Description

Job Description

Position: Bookkeeper & Administrative Assistant

Associated Architects

Associated Architects is seeking an organized, detail-oriented Bookkeeper / Administrative Assistant to join our growing team in Mesa, Arizona. This position plays a key role in keeping our financial records accurate, supporting project accounting, and helping maintain efficient office operations. You'll work directly with the owners in a collaborative, professional environment where your contributions make a real impact.

This position uses QuickBooks Online, Monograph, Microsoft Office, and other cloud-based business applications on a daily basis. This is a full-time, in-office position located in Mesa, Arizona.

Qualifications:
• 3+ years of bookkeeping experience required.
• QuickBooks Online experience required.
• Experience with Monograph or accounting within an architecture, engineering, or professional services firm is a plus.

Core Responsibilities

Accounting & Bookkeeping

• Manage Accounts Payable and Accounts Receivable
• Reconcile bank and credit card accounts
• Process invoices and payments
• Maintain accurate financial records
• Prepare monthly reports
• Coordinate QuickBooks Online and Monograph
• Coordinate with the firm's CPA during month-end and year-end accounting processes.
• Assist with client invoicing and project billing

Administrative Support

• Maintain organized office records and filing systems
• Coordinate office vendors and subscriptions
• Assist with general office administration
• Support the owners with day-to-day administrative tasks

Compliance & Reporting

• Prepare and file sales tax reports
• File required state and local business reports
• Track and manage licenses, permits, and annual filings
• Coordinate with external CPA as needed

Weekly / Monthly Operations

• Prepare routine financial reports for ownership
• Download and organize financial statements
• Maintain organized financial records and monthly financial statements
• Manage recurring payments and expenses

Annual & Ongoing Tasks

• Track and manage software and license renewals
• Assist with annual corporate documentation
• Maintain insurance-related records (non-payroll)
• Ensure all recurring administrative deadlines are met

We are a locally owned architectural firm with more than 67 years of history in Arizona. You'll work directly with the owners in a small team where your work has a meaningful impact on the success of every project.

The ideal candidate is highly organized, dependable, detail-oriented, and enjoys creating efficient systems. We are looking for someone who takes pride in accurate work, communicates professionally, and wants to become a long-term member of our team.

Associated Architects has proudly served Arizona since 1959. Based in Mesa, we provide architectural services for commercial, industrial, municipal, educational, and public sector clients throughout the state. We are a collaborative, team-oriented firm committed to quality design, exceptional client service, and long-term employee relationships.

Company Description

Associated Architects has proudly served Arizona since 1959. Based in Mesa, we provide architectural services for commercial, industrial, municipal, educational, and public sector clients throughout the state. We are a collaborative, team-oriented firm committed to quality design, exceptional client service, and long-term employee relationships.