Office Manager

Locally and family owned electrical contractor looking for a qualified candidate to fill an open Office Manager position. The qualified candidate must be team oriented with a positive attitude. We are looking for a qualified candidate to fill this position to help the company continue to grow. Competitive wages based on experience and capabilities as well as benefits offered

Purpose of this position:

• The overall purpose of the business Office Manager/receptionist position is to provide clerical, financial systems and administrative support for the Company. The Office Manager may provide secretarial, bookkeeping, receptionist, accounting, payroll, data input, clerical and other services for the facility’s business operations.

Responsibilities and Duties of this position:

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position)

Included by not limited to:

• Work with minimal supervision and have a positive attitude with good organizational skills

• Enter invoices in to Quickbooks - job costing to corresponding project

• Correspond with supervisor to track and verify location of tools and other company property

• Answer telephone

• Handle AP/AR. Includes making collection calls to past due invoices and coordination with attorney for collections

• Check e-mail periodically throughout the day and respond as required

• Check mail daily (stamp received)

• Distribute incoming invoices to appropriate individual for approval prior to entering in to Quickbooks

• Enter employee hours in Quickbooks

• Prepare and submit payroll to outside payroll company (bi-weekly)

• Create Journal Entry to enter payroll and labor job costing

• Create, run and distribute job cost reports as required/requested.

• Enter payments received and make bank deposits

• Reconcile bank accounts and charge card statements monthly

• Prepare billing monthly (and as required) for projects in progress and completed service calls

• Communicate with service technician regarding service calls

• Maintain functional filing system and personnel files (both paper and electronic)

• Scan all documents and save in appropriate folders on computer server

• Recruit field candidates and schedule interviews

• Administer new hire paperwork to new employees

• Bill pay check run weekly and as required

• Administer benefits packets and enrollment forms to eligible employees and coordinate enrollment with Benefits company

• Organize and keep proper record of staff meetings

• Coordinate schedule and meetings with office staff

• Order office supplies and monitor adequate supplies on hand

• Create Quickbooks backup weekly

• Schedule service for office equipment as required

• Assist in prepare of final project close-out documents and warranties when required

• Correspond in a professional and effective manner

• Provide all required tax-related documentation to Satira Associates, P.C. accounting firm to assist in preparation of all tax filings as needed

• Enter year-end journal entries provided by accountant

• Other responsibilities as required to support the team and organization

Job Skills and Requirements:

• Must be able to communicate effectively - both orally and written - with co-workers, management, direct reports, customers and suppliers

• Proficiency in Microsoft Office (Excel, Word, Outlook, etc.) as well as Quickbooks is mandatory

• Attention to detail and organization is crucial

• Must be able to work with very little or no supervision and make decisions accordingly

Physical Requirements:

The physical requirements of this position listed below are necessary in carrying out the essential job functions:

• Moderate lifting up to 20 pounds as frequently as needed to move objects

• Dexterity to write and manipulate computer keyboard and mouse

• Ability to hear and speak clearly

• Body mobility to stoop, kneel, bend and reach

• Tasks are regularly performed without exposure to adverse environmental conditions

• Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of this position (if applicable)

Job Type: Full-time

Schedule:

• Monday to Friday

Ability to Relocate:

• Greensburg, PA 15601: Relocate before starting work (Required)

Work Location: In person