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Office Manager
1 week ago
OPERATIONS/OFFICE MANAGER JOB DESCRIPTION
Responsible for ALL administrative duties including but not limited to:
General office tasks: monitoring office phone, processing incoming mail, create & maintain filing system for general office files and project files, monitoring office supply levels and purchasing
Manage office computer hardware, software and systems. Create and maintain computer backup system for company files and financial records.
Responsible for bookkeeper and controller duties including overseeing all functions of the company’s finance and accounting department:
Managing and maintaining company’s financial records (QuickBooks)
Managing company’s bank accounts (3)
Reconciling monthly bank statements
Cash flow management
Financial reporting and analysis bi-weekly and/or upon request of Owner
Payroll processing and employment tax compliance
Issue invoices to clients
Record Cash Receipts
Accounts Receivable and Collections
Accounts Payable
Process Commissions to Outside Sales/Referrals Representatives
Provide information to the external accountant who creates the company’s financial statements and prepares the company’s tax returns
Establish and/or implement company and departmental policies and/or procedures (accounting firm, engineering firm, outside sales representatives)
Manage on-boarding process of Outside Sales and Referral Representatives including agreements, commission rates, database, and online web portal access.
Manage project financials from engagement through completion and issuance of final reports
Receive signed engagement letter (EL), have Owner counter-sign document
Set up new project in QB
Receive deposit
Return counter-signed engagement letter to client w/confirmation of deposit received OR request for deposit and issue invoice
Receive engineer’s take-off estimate for approval
Request final payment after final report is sent to client
Receive engineering invoice and input invoice # and amount
Calculate difference in engineering accrual and actual
Receive accounting invoice and input invoice # and confirm amount
Calculate difference in accounting accrual and actual, if any (shouldn’t be) for Overview
Receive final payment, close out project and move file to CLOSED project file
Direct and coordinate activities of accounting firm and engineering firms regarding the production of cost segregation and other studies.
Maintain and service all clients.
Requirements and Key Competencies:
· QuickBooks, Accounting and Finance knowledge required
· Attention to detail and accuracy
· Time management skills and the ability to prioritize work
· Data management
· Problem solving
· Adaptability
· Customer service orientation
· Teamwork
· Communication skills – verbal and written
· Confidentiality
Company DescriptionGrowing company that does work for clients nationwide. Our unique work provides 100% satisfaction for our clients.Company DescriptionGrowing company that does work for clients nationwide. Our unique work provides 100% satisfaction for our clients.
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