Office Administrator

Office Administrator

Monarch Design Group is seeking an Office Administrator to join our team.  We are looking for an energetic, highly organized, individual with the ability to handle multiple projects and prioritize the workload.  The successful candidate will be self-motivated, with a sense of urgency to get the job done!  If you are pursuing a professional administrative position, and enjoy working in a fast-paced environment, we want to hear from you!  This is a one-person department that will interact and collaborate daily with management, our creative team members, and clients.  Monarch will consider applicants for full-time or part-time employment for this position. 

Monarch Design Group is a growing Architectural and Design firm with headquarters in Gainesville, FL. The chosen applicant will work at the company headquarters, reporting to the President, and working with a dedicated, professional, and close-knit team.

Job Summary:

General office administration duties include, but are not limited to, the items listed below:

·        Provide human resource support for hiring, recruiting, employee benefits, or other tasks as needed.

·        Daily work with QuickBooks and Excel for accounting, payroll, and reporting functions.

·        Serve as liaison with staff for employee-related questions and concerns.

·        Variety of ongoing daily tasks depending upon work demands.

·        Create and maintain filing systems, electronic and hard copy.

·        Record and pay the accounts payable.

·        Perform monthly bank and credit card reconciliations.

·        Administer payroll bi-weekly and complete payroll tax reporting.

·        Post journal entries.

·        Prepare and maintain reports for projects/progress billing.

·        Perform accounting functions, oversee implementation, and ensure accounting functions are performed in compliance with Monarch’s established policies, procedures, state, local, and federal rules, and regulations.

·        Prepare various financial reports and ensure that all financial data is accurate, timely, and complete for management review.

·        Perform internal audits to ensure that accounts balance.

·        Assist with the closing of accounting books monthly and make all appropriate journal entries.

·        Assist with year-end accounting close documents. 

·        Order and maintain office supplies.

·        Reconcile various accounts including payroll, progress billing, employee medical, etc., and out-of-the-ordinary issues that must be reported to the Accountant and Managing Partner.

·        Possess and maintain a valid driver’s license with reliable transportation for daily work.

·        Must be able to reasonably commute to or live within the Gainesville, Florida area. 

Education and Experience:

·        2-5 years of accounting, bookkeeping, and payroll experience with an architectural, engineering, or consulting type firm preferred.

·        Proficiency in QuickBooks and Excel with working knowledge of accounting.

·        Progress billing skills are preferred with high attention to detail and accuracy.

·        Excellent communication skills including written, verbal, and customer service skills.

·        A college degree is preferred from an accredited college or university in Accounting, Finance, or Business.  Monarch will, however, consider any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities for this position.

Monarch is an Equal Opportunity Employer and Drug-Free Workplace.  Candidates must be able to successfully complete pre-employment and background processes. 

EOE/DFWP