OFFICE MANAGER

Official Job Description

Job Title:                                       Office Manager

Grade Level:                                 Management         

Fair Labor Standards Act:             Non-Exempt

Job Family:                                   Operations

Statement of Duties

Primary Functions

Under general direction of the company President, is responsible for the successful operation of the company’s Accounting and Internal Records.

Specific Duties

• Maintain the daily operations of the accounting department.

• Maintain all accounting operations (including, but not limited to, cash reconciliations, check runs, payroll, accounts receivable transactions, accounts payable transactions, job costing, billing, fixed asset activity, recoding of revenue and expenses, etc.).

• Maintain cash flow.

• Maintain and follow up on outstanding receivables.

• Maintain detailed records and files to document financial transactions.

• Maintain / Scan all company related documents. Including but not limited to: job costing, accounts payable, accounts receivable, payroll, billing, insurance and taxes.

• Coordinate monthly, quarterly, and annual closing activities.

• Provide timely entry of all monthly financial information.

• Maintain timely processing of all payroll, accounts receivable, and accounts payable transactions.

• Maintain billing operations.

• Maintain accounts payable operations.

• Maintain job cost operations.

• Maintain website.

• Maintain customer satisfaction survey data.

• Maintain dashboard reporting.

• Establishes personal Action Plans supporting the annual company Top Priorities.

• Coordinator of company training program.

• As a company policy, all employees are expected to be cross-trained in more than their immediate job responsibilities so they can be utilized in periods of vacation, illness and heavy workload.

Payroll

• Process weekly payroll.

• Process and upload direct deposits.

• File reports and pay payroll taxes.

• Maintain payroll checking account.

• Complete any required certified payroll reporting requested.

• Setup new employees.

• Create new employee packets and obtain all required paperwork.

• Created new or out of town union accounts needed.

• Maintain E Verify reports.

Accounts Payable

• Record all invoice and electronic debts from main and related companies.

• Ensure pricing is correct on Invoices.

• Ensure that invoices and debts be paid in a timely manner.

• Process and upload direct deposit payables.

• Maintain all transactions.

• Obtain required lien waiver forms.

• Maintain lien waiver forms.

• Create new vendor accounts.

Accounts Receivable

• Process all accounts receivable transactions including invoices and payments.

• Pass out billing request forms and process billings.

• Monitor / maintain outstanding transactions.

• Fulfil lien waiver requests.

• Process warranty request.

• Request certificate of insurance from insurance companies.

• Compile bonding information.

• Fulfil W-9 requests.

• Create new customer accounts.

Process as Needed

• Review and return any unemployment claims.

• Oversee any work comp. claims from start to finish.

• File first report of injury.

• Maintain OSHA logs.
• Preparation of year-end closing.

• Gather Information and oversee any audits required.

• Answer Phones.

• Process Mail.

• Manage Wallcovering Process including pricing, orders, check in and returns.

• Process / organize monthly credit card statements including coding.

• Manage / enter any parent company entries into cash management.

• Perform all other duties as assigned or required.

 

General Qualifications

• College graduate or Associates Degree with an emphasis on business or accounting.

• A minimum of 15 years of experience in the construction industry or a related field.

• Proven track record as a team member and effective communicator.

• Must be self-motivated, energetic and results oriented with a high level of work intensity and a bias for action.

• Has demonstrated and appreciation for high quality, professionalism, profitability and leadership.

• Outstanding communication and interpersonal skills which are particularly well suited to working with a variety of responsibilities and employees.

• Proficiency with Microsoft Office as well as in-depth working knowledge of applicable computer hardware and Timberline Sage software.

• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.

• Accustomed to working in fast moving environments requiring timely attention to details as well as unpredictable and changing conditions.

• Ability to write reports, business correspondence as well as policy and procedures manuals.

• Ability to effectively present information and respond to questions from groups of managers, employees and the general public.

• General understanding of human resources functions.

• Professional appearance and personality.

• Strong organizational and time management skills to ensure scheduled deadlines are met.