Office Administrator

2 weeks ago

Lincolnshire, Illinois, United States Becks Heating and Air Conditioning Full time
Job Summary

We are seeking a highly skilled and experienced Office Manager to join our team at Becks Heating and Air Conditioning. As a key member of our administrative staff, you will be responsible for overseeing the day-to-day operations of our office, ensuring the smooth execution of administrative tasks, and providing exceptional customer service.

Key Responsibilities
  • Supervise and manage administrative staff to ensure timely completion of tasks and maintain a high level of productivity.
  • Verify accuracy of financial reports and ensure adherence to company policies and procedures.
  • Develop and implement office procedures to improve efficiency and productivity.
  • Oversee employee handbook creation and maintenance, ensuring accuracy and compliance with company policies.
  • Provide daily and weekly reporting to management, highlighting key performance indicators and areas for improvement.
  • Process payroll and maintain accurate records, ensuring timely 941 tax deposits and other payroll tax liabilities.
  • Manage the new hire process, including background checks, drug screening, and onboarding.
  • Enroll employees in benefits, including 401(k) and health insurance.
  • Train new administrative employees and provide ongoing support and guidance.
  • Maintain employee records, including vacation requests and schedules.
  • Oversee health insurance plan renewal annually and ensure compliance with company policies.
  • Process accounts payable and receivable, ensuring timely payments and reconciliations.
  • Prepare information for company insurance audits and maintain accurate records.
  • Calculate and pay sales commissions and SPIFFs.
  • Job cost every 5th job or as directed.
  • Purge old files periodically to archive.
  • Reconcile all Balance Sheet accounts at month end and update General Ledger with Accountant adjustments.
  • Oversee past due balances for collection purposes.
  • Elevate customer service issues and provide exceptional support to customers.
  • Continuing education to increase functions for accounting, budgeting, human resources, and business management.
Requirements
  • High School Diploma or Equivalent
  • Excellent organizational and leadership skills
  • Associates Degree in relevant field of study
  • Professional demeanor
  • Proven experience as an office administrator, bookkeeper, or relevant role
  • Outstanding communication and interpersonal abilities
  • QuickBooks experience
  • Ability to multitask and prioritize projects
  • Familiarity with office management procedures
  • Excellent organizational skills
  • Ability to complete complex administrative tasks with minimal supervision
  • Computer savvy
  • Customer-service oriented
Benefits

We offer a competitive salary and benefits package, including:

  • Health/Prescription and Vision/Dental Insurance
  • Generous time off
  • Deductible assistance program
  • Life insurance: Premium paid by Company
  • Paid holidays
  • Short-term Long-term Disability Benefits
  • Opportunity for advancement
  • Profit sharing / 401(k) plan with company match
  • Financial and Retirement Planning
Company Description

We are a small family-owned and operated HVAC shop with Residential, Light commercial, and restaurant refrigeration accounts. We have been serving the northshore for 35 years and treat our customers like they were part of the family. Located in Highwood, we are a staple of the community and love where we live. We are a small, but growing company with plenty of room to grow your HVAC technical abilities.

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