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Back Office Administrator

3 months ago

Prattville, United States Hire Ventures, Inc. Full time
Job DescriptionJob DescriptionOur Client is a leading roofing company dedicated to delivering high-quality roofing solutions to home owners throughout Southeastern Alabama. They are seeking a detail-oriented Back Office Administrator to join the team and support their growing operations.

Job Description: As a Back Office Administrator, you will be responsible for managing essential financial and administrative tasks to ensure the smooth operation of our business. Your role will be crucial in maintaining accurate job costing, invoicing, accounts receivable, and compliance processes.

Roles and Responsibilities:

Job Costing:
  • Analyze and record costs related to roofing jobs, including materials, labor, and overhead.
  • Ensure accuracy in job costing entries and reconcile with actual expenses.
  • Provide reports and analysis to management regarding job profitability and cost trends.
Invoicing:
  • Generate and issue invoices accurately and timely for completed roofing jobs.
  • Verify that all billable items are included in invoices and comply with contract terms.
  • Address any invoice discrepancies or customer queries promptly.
  • Reconcile change orders for accuracy in reference to subcontractor invoices and estimates.
Managing Supplements:
  • Monitor each project’s margins and notify the supplement company when needed.
  • Update invoices in accordance with supplemental increases.
  • Communicate with Roofing Pros and customers regarding updates throughout the supplement process.
Accounts Receivable:
  • Monitor accounts receivable aging and follow up on overdue invoices.
  • Coordinate with sales, production, and clients to resolve billing issues and discrepancies.
  • Prepare and distribute periodic statements and reports on accounts receivable status.
  • Make calls to collect accounts receivables in a timely fashion.
Compliance and Audits:
  • Ensure compliance with regulatory requirements and company policies.
  • Prepare documentation and support for internal and external audits.
  • Implement improvements based on audit findings and recommendations.
Past Due Account Management and Collections:
  • Manage past due accounts and implement collection procedures as necessary.
  • Communicate effectively with customers regarding overdue payments and negotiate payment arrangements.
  • Coordinate with legal counsel, file liens, and send collection notices to past due accounts.
Administrative Support:
  • Provide administrative support to the management team as required.
  • Maintain organized and efficient filing systems for financial and administrative documents.
  • Assist with special projects and initiatives as assigned.
Skills and Qualifications:
  • Experience in Accounting, Finance, Business Administration, or related fields preferred.
  • Proven experience in a similar role, ideally in the construction or roofing industry.
  • Strong knowledge of accounting principles and practices.
  • Proficiency in accounting software (QuickBooks) and Microsoft Office Suite.
  • Experience with Acculynx or the ability to learn and operate the CRM tool (Acculynx) proficiently.
  • Excellent communication and interpersonal skills.
  • Excellent time management skills.
  • Ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Attention to detail and accuracy in data entry and financial reporting.
  • Understanding of regulatory and compliance requirements related to accounting and finance.
What We Offer:
  • 4 day work week.
  • Competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • A collaborative and supportive work environment.
  • The chance to be part of a dynamic and successful team.

 

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