Office Manager - Accounting Clerk

General Responsibilities:

• Help drive a strong organizational culture in the office
• Be the face of the company in dealing with all incoming calls and routing them appropriately.
• Maintain clean and up to date financial statements through proper classifications of accounting transactions.
• Maintain open communication lines with all working relationships.
• Work well with others to accomplish the mission of the organization and of the job.
• Excellent organizational skills including attention to detail and multitasking skills.
• Ability to work on tight deadlines under pressure.
• Ability to work with both customers and suppliers to drive strong results in both account receivables as well as account payables
• Exceptional verbal, written, and presentation skills.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Competency in Quick Books Desktop and/or Quick Books Online preferred
• Additional duties as needed.

Specific Responsibilities
Support the CAD needs of the Preconstruction, Prefabrication, and Field construction teams, including but not limited to:

• Answer phones and direct calls to the appropriate personnel
• Review daily incoming mail
• Order and maintain office supplies
• Deposit checks and classify invoices and expenses to appropriate General Ledger accounts
• Create and submit invoices and pay applications through email or various portals; Procore, Textura, Flashtract, GCPay, Paskr, and more
• Maintain accounts receivable – driving strong cash flow results through organized and efficient customer follow up for payment
• Issue close out documents to customers – retainage, care instructions, and warranty information
• Update and maintain installation reports, backlog reports, work orders, and other appropriate reporting tools when necessary
• Place inventory purchase orders for fabric, paint, retractable awnings, and hardware as needed
• Accounts Payables – filing GRNs, receiving vendor invoices, reconciling GRN to invoice, reconcile statements, enter into Quick Books Online, run weekly check runs
• File invoices and work order documentation for closed out projects
• Daily review of payroll hours, working with employees to ensure appropriate hours, and per diem calcs for out-of-town travel
• Run weekly, bi-weekly, and monthly payroll
• Sales and Use Tax monthly processing
• Obtain city business licenses and permits as jobs require

• Employee Communication –
  • New Employee packages
  • EVerify new employees and perform SC new hire reporting, SLED reporting
  • USDOT medical information and drug test screening
  • Driving license record requests
  • Maintain current insurance, registration, and DOT on trucks with proper documentation
  • Maintain employee documentation and keep up to date
  • Maintain employee PTO records
  • Schedule employee training as needed
  • Organize company celebration events

Qualifications

• The requirements listed in job descriptions are guidelines, not fixed rules. You do not have to satisfy every requirement or meet every qualification listed. If you feel you are an excellent candidate, we encourage you to apply!

• Minimum of 3 years’ experience as an Office Manager/receptionist/business assistant
• Minimum of 2 finance/accounting experience
• Experience in the construction industry preferred
• Experience with sales tax preferred
• Self-starter and team player.
• Strong interpersonal, written, and Verbal skills including the ability to communicate positively with all project stakeholders
• Ability to pass a pre-employment drug screen and criminal background check.