Financial Operations Coordinator

1 week ago


Oconomowoc, Wisconsin, United States Wide Effect Full time
Job Overview

We are seeking a detail-oriented Financial Operations Coordinator to join our team at Wide Effect. This role is responsible for ensuring the smooth operation of our financial processes, including time and payroll management, accounts payable, check runs, lien waivers, job setup and maintenance, mail collection and distribution, reconciliations, year-end and audit preparation, and inventory management.

Responsibilities
  1. Time & Payroll Management
    • Manage electronic timesheets from the field, guaranteeing accurate job allocation.
    • Prepare, manage, and distribute weekly payroll for employees and subcontractors.
    • Coordinate with the payroll processing firm to ensure timely submission.
  2. Accounts Payable (AP)
    • Monitor AP emails as the initial point of contact.
    • Distribute job-related AP to Project Managers for approval.
    • Enter AP data, excluding specific items like credit card statements, personal reimbursements, rent invoices, insurance, and loan payments.
  3. Check Runs
    • Organize and perform weekly check runs, ensuring each check has an associated invoice or statement copy.
    • The President signs and delivers checks; if unavailable, the VP of Pre-Construction will assume this responsibility.
  4. Lien Waivers
    • Prepare lien waivers for the CFO's signature.
    • Collect and submit all subcontractor lien waivers alongside company waivers to clients.
  5. Job Setup & Maintenance
    • Set up new jobs in Computer Ease, following job cost estimates from the Pre-Construction Team as a single-source responsibility.
  6. Mail Collection & Distribution
    • Collect mail from the PO box and outside mailbox, distributing it to individual mailboxes.
  7. Reconciliations
    • Reconcile statements from major suppliers by and manage minor vendor statements.
    • Reconcile company credit card statements and ensure all receipts are scanned and filed electronically.
    • Complete assigned balance sheet account reconciliations.
  8. Year-End & Audit Preparation
    • Assist with documentation for year-end reviews and worker compensation audits.
  9. Inventory Management
    • Conduct and adjust inventory counts as required.
  10. Bank Deposits
    • Make deposits and return with deposit receipts for record-keeping.
Requirements
  1. A minimum of an Associate's degree.
  2. Must hold a Wisconsin Notary certification.
  3. Reports directly to the CFO.
Estimated Salary: $60,000 - $80,000 per annum, depending on experience and qualifications.

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