Office Manager

As the Office Manager, you will play a pivotal role in overseeing the administrative and financial operations of the organization. This position involves managing vendor invoices, creating customer invoices, and processing payments in QuickBooks. You will be responsible for maintaining financial accuracy and coordinating administrative tasks to support the overall success of the company.

Key Responsibilities

Administration:

· Office Management: Oversee general office operations, including facilities management and vendor relations. Ensure an organized and efficient office environment.

· Team Coordination: Coordinate administrative tasks across departments to facilitate smooth operations. Collaborate with HR for payroll processing and employee benefit administration.

· Contract Administration: Assist in the administration of contracts, ensuring compliance with financial terms. Collaborate with legal and project management teams for contract review.

· Record Keeping: Maintain accurate and organized financial records and administrative documentation. Establish and implement document retention policies.

· Policy Development: Contribute to the development and implementation of financial and administrative policies. Ensure adherence to established policies throughout the organization.

· Audit Preparation: Prepare and coordinate financial audits, ensuring all necessary documentation is readily available. Address audit inquiries and implement audit recommendations.

· Office Duties: Manage and coordinator regular office duties related to insurance, licensing and filing.

· Provide some phone support and assist in maintaining a professional office atmosphere.

Financial Management:

· Invoice Processing: Manage the processing of vendor invoices and collaborate with the CFO for approvals, generate customer invoices and ensure timely and accurate billing.

· Receivables and Payments: Utilize QuickBooks to track and manage customer payments efficiently and implement effective credit control measures to ensure timely receivables.

· Financial Reporting: Assist in generating regular financial reports, offering insights to support decision-making. Collaborate with the CFO to ensure financial accuracy and compliance.

· Budget Management: Collaborate with department heads on project and organizational budgets and monitor budget performance and provide relevant variance analysis.

Qualifications:

· High School Diploma required

· Associate’s or Bachelor’s degree in finance, accounting, business administration, or a related field is a plus

· Proven experience in financial management, office administration, and invoicing.

· Proficiency in QuickBooks.

· Excellent organizational and communication skills.

· Certification in accounting or bookkeeping is a plus.

· Familiarity with project-based accounting.

· Ability to work independently and collaboratively within a team.

· Attention to detail and commitment to maintaining financial accuracy.

Salary: $40,000-$50,000

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Do you have a clean driving record and are you able to pass a drug test?

Experience:

• construction: 1 year (Preferred)
• Bookkeeping: 3 years (Preferred)
• Management: 4 years (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person