Office Manager

Regional Support Specialist

Summary

You will be responsible for overseeing all financial activities of the company, ensuring accuracy. This is a key leadership role requiring strong analytical skills and a keen attention to detail. AMC is seeking a highly driven senior administrator to provide a wide range of administrative support to the company. You will oversee office operations, streamline systems, and ensure our administrative support is accurately following office policies.

Essential Duties and Responsibilities

• Prepare and analyze reports
• Manage financial software system (QuickBooks)
• Ensure compliance with accounting principles and regulations
• Make sure that all necessary information is compiled for bid submissions
• Coordinate Invoice entries into a variety of government portals
• Managing office assistant
• Assist senior management with growth goals
• Manage the office
• Analyze information to assess current and future financial statuses
• Review costs for optimal budget planning
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Coordinate work for departmental administrators between the needs of corporate accounting and management.
• Provide team support for all internal processes.
• Ensure all office and administrative tasks are completed effectively, and all assigned tasks and time-sensitive requirements are met.
• Approve and submit the administrator's weekly timesheets to payroll for processing.
• Ensure that all pay applications for subcontractors have been completed accurately by the Project Managers before submitting them to the payroll team.
• Ensure that all field payroll has been completed accurately before submitting it to the payroll team.
• Oversees open account receivables.
• Performs other related duties as assigned.
• Support Administrative and Financial Teams by helping ensure understanding and compliance of policies and procedures.
• Maintain a best-in-class role throughout the office by always demonstrating a positive & professional practice, attitude, & appearance.
• Ensure accuracy of day-to-day banking activities.
• Support CFO
• Support accounts payable, cash disbursements, AP, AR, AIA, billing, schedule of values, customer credits, collections, payroll, inventory, purchasing, credit cards, monthly expenses, taxes, Cobra, and the like
• Support Human Resources, including personal and Company information privacy, on boarding, separations.
• Utilize QuickBooks, Service Trade, data to accomplish new initiatives and assists with information gathering for reporting requirements.
• Foster & maintain Vendor relationships.
• Identify required lien waivers and offer strategic plans to meet needs accordingly.
• Assist in the preparation of financial records and timely reports including monthly financial records to owner.
• Assist in the maintenance of commercial banking relationships.
• Coordinate workplace safety, security, IT, phones, office equipment, etc.
• Assist in preparation for audits; compile appropriate information to external auditors, accountants, and the like.
• Provide support for the Company's legal affairs.
• Support equipment & vehicle tracking, costing, registrations, & maintenance.
• Track and identify preventive maintenance requirements and service contracts for office, shop, & field equipment.
• Ensures that staff & management training requirements, CEU, etc. are met by maintaining renewal dates, application processes, etc. and scheduling appropriate classwork and the like.
• Ensure licenses are current & appropriate training etc. is completed timely for Protects privacy of Company & individuals by maintaining the strictest confidential policies.
• Contributes to team effort by participating in various projects as needed.
• Safeguard against added cred it lines & vendor accounts, personal guarantee s, & unrealistic commitments
• Provide leadership support for all initiatives in all areas.
• Assist in the training and onboarding for new administrative hires.
• Serve as an example of appropriate workplace conduct.
• Report to the owner and management in writ in g and verbally as appropriate.'
• Lead billing/invoicing, accounts receivable/payable, managing purchase orders
• Oversee cashflow, AR/AP, managing monthly invoicing and collections process to ensure timely payments and reconciliation
• Maintain timely and accurate expense tagging
• Generate consistent project profitability reports to share with the managerial team
• Oversee month-end close process to provide timely financial reports, ensuring financial data is presented and elevated to management
• Cash/credit card reconciliations
• Bi-weekly payroll processing including mileage and expense reimbursements, 401k contributions, Healthcare deductions
• Point of contact for all payroll related questions from company employees
• Assist HR with new hire set-up in QuickBooks and Paychex
• Assist HR with all company benefit bill pay, compliance and updates
• Assist in the preparation of the organizational annual audit as necessary
• Support and manage software licensing for Design Team, including Adobe and Land FX software
• Understand the financial health of the business and work closely with the managerial team on financial decisions, budgets and forecasting
• Developing and maintaining strong relationships with vendors and suppliers.
• Maintaining contractor licenses in the municipalities in which we work
• Prepare monthly project billing
• Assists with AP/AR coding and entry
• Manage all accounts payable and accounts receivable systems and process for projects, including all subcontractor and vendor invoices.
• Ensure that all required documentation from subcontractors or vendors is correct and current.
• Assemble and distribute submittals and other project documents.
• Serve as a liaison to Human Resources by assisting with onboarding field employees.
• Weekly payroll entry of field employees.
• Assist with procurement efforts such as obtaining vendor and supplier pricing information, material quotations and purchases.
• Participate in standardized office set up and close out processes.
• Lead all office clerical tasks including mail, filing, and project documentation.
• Financial Management:Accurate record-keeping using Quickbooks Desktop and Procore, including accounts payable and receivable, payroll, and reconciliations.
• Office Administration:Handling administrative duties such as email correspondence, phone calls, and office supply management.
• Document Organization:Managing and organizing project documents, contracts, and vital records.
• Stakeholder Communication:Effectively communicating with customers, homeowners, subcontractors, and vendors.
• Project Support:Proficiency in Quickbooks Desktop is essential, with experience in construction project management software. Procore experience is a plus.
• File Management:Organizing and maintaining files using Google Workspace and Procore.
• Cost Coding:Collaborating with Project Managers to manage cost coding of timecards and project costs.
• Payroll Processing:Managing employee timecards through Procore and processing payroll using ADP.
• Financial Reporting:Conducting monthly reconciliations and preparing year-end reports for tax preparation.
• Accounts Management:Managing accounts payable and accounts receivable, providing regular reporting.
• License Compliance:Monitoring all business, city, state, and contractor licenses for compliance.
• Expense Management:Maintaining and organizing scanned receipts and handling expense reimbursements.
• HR Support:Assisting with the new hire onboarding process and managing employee benefits and renewals.
• Insurance Oversight:Monitoring insurance policies in coordination with insurance agents and workers' compensation administrators.
• Job Tracking:Maintaining organized logs of all current jobs for tracking and costing purposes.
• Reporting:Updating reports to reflect ongoing balances related to jobs, subcontractors, and vendors.
• Invoicing:Generating client invoices and managing vendor and subcontractor invoices.
• Documentation:Requesting insurance certificates from subcontractors and customers and preparing/sending contracts, agreements, and W9 forms to subcontractors, obtaining signatures.
• Ensure all office and administrative tasks are completed effectively, and all assigned tasks and time-sensitive requirements are met.
• Ensure that all pay applications for subcontractors have been completed accurately by the Project Managers before submitting them to the payroll team.
• Ensure that all field payroll has been completed accurately before submitting it to the payroll team.
• Oversees open account receivables.
• Assist with AP/AR management and analysis of general ledger accounts and reconciliation on a regular basis
• Call in locates
• Assist with month-end close
• Coordinate with vendors, subcontractors, and customers to resolve discrepancies while paying and collecting payments
• Oversee subcontract agreement process including collecting all required information and doing set up
• Assist with reviewing and streamlining the process of the invoicing cycle
• Understand the flow of work through Viewpoint software, export and analyze reports, troubleshoot issues with the program
• Assist with AP and AR oversight to ensure payables are made timely and accurately, receivables are billed appropriately, and bank reconciliations are finalized each month
• Follow up on past due payments
• Assist with oversight of job costing, revenue recognition and customer billing
• Assist with review of financial reports to close out the month and ensure all information is being entered and tracked appropriately
• Organize, track and manage business and contractor licensing
• Provide excellent customer service to clients, vendors and subcontractors
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Accounting or Business Administration Degree preferred, CPA a plus
• A minimum of 5 years of experience working in an accounting and administrative capacity; 2 years of supervisory experience preferred
• Construction industry experience is not required but a significant plus
• Highly organized and detail-oriented
• Problem solver
• Ability to multitask and prioritize daily workload
• Tech savvy; up-to-date with the latest office programs, applications and be able to navigate new systems and quickly
• Strong interpersonal and organizational skills with the ability to manage in a fast-paced dynamic environment
• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite, especially Excel required.
• Proficient with Timberline/Sage 300 is preferred.
• High school diploma or equivalent required; Associate degree in office administration or related field preferred.
• At least three years of administrative and clerical experience is required.
• Minimum 4 years accounting experience
• Bachelor's Degree in accounting, finance and/or business administration
• Strong computer skills demonstrating proficiency working with a variety of software including Quickbooks Online & Quickbooks Time, Microsoft Office, G-Suite, Paychex, Salesforce
• Excellent time management skills and ability to multi-task and prioritize work according to company needs
• Detail oriented and well organized to accurately and precisely meet deadlines and problem solve
• Proficient in time tracking software (Quickbooks Time), payroll and expense submissions, and approvals (Paychex)
• Proficient in general bookkeeping including tracking invoices, in progress payments, close out payments and purchase order system development
• Outstanding communication skills, a positive attitude and professional demeanor
• Excellent collaborator as it relates to intercompany coordination and holding team members accountable for time and expense tracking, ensuring efficient receipt of payments from clients, and clarifying subcontractor invoice status
• Adaptable to changing software, processes, and responsibilities, related to the needs of our rapidly growing small business
• Experience with HR duties is a plus
• CPA certification is a plus
• Experience within landscaping or construction industry is a plus

Performance Standards

• Team Orientation: Communicate in an open, honest, and respectful manner
• High Integrity: Acts with unyielding integrity and honesty in business transactions, promoting company policies and holding self and other employees accountable, keeping promises and commitments
• Ownership Mentality: Assumes responsibility and makes decisions within own level of authority; seeks approval when appropriate
• Good Judgment: Knows when to stand tough and when to be flexible. Sees the big picture and the ramifications of actions
• Versatility: Is open to change. Adjusts positively to changing work priorities and business conditions

Physical Requirements

• Sit, stand and walk continuously throughout the scheduled workday

• Stand, reach, drive and use fine motor skills frequently throughout the day

• Occasionally bend, kneel, squat and climb throughout the workday
• Lift up to 25 lbs. on occasion
• Must work in a manner that will not jeopardize the health and safety of him/herself or others

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills

• Must be able to read and comprehend English

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.