OFFICE MANAGER / BOOKEEPER

  OFFICE MANAGER/BOOKKEEPER

 

COMPANY BACKGROUND:

This opportunity is with a fast growing and exciting construction company with offices in the Greater Providence RI area. We are looking for an energetic team player to join our Team; an individual that is committed to conducting business according to our core beliefs.

 

Overview:  The Office Manager/Bookkeeper is responsible for overall management of the administration department, organization of office information and production of key reports that allow for effective tracking of business operations.

QUALIFICATIONS:Minimum of 5 years of work experience in an accounting related field. Experience in construction work-in-process and job cost accounting is a major plus, but not required. Detail orientated Familiarity with Quickbooks is required. A high degree of computer literacy using MS Office products (Excel, Word, PowerPoint and Outlook) and along with having the ability to adapt to other accounting systems. Strong organizational skills with an inquisitive nature and ability to multitask. Hard working team player who can easily adapt to changing needs. Strong desire to learn and excel!

 

Assigned Duties

· Office Management

o  Oversight of development of the Administrative functions of the company

o  Hiring and firing of Administrative personnel

o  Coordination of ALL administrative functions within the company

o  Coordination administrative duties and oversight with Production Department

· Responsible for accuracy and oversight of all A/R and A/P functions

· Accounts Receivable

· Invoice jobs when completed and for required progress payments

· Review collections from completed jobs

· Generate weekly aged accounts receivable list

· Reconcile completed jobs

· Prepare bank deposits daily or when necessary

· Accounts Payable

· Purchase orders:

· Data entry for all open purchase orders

· Match purchase orders to invoices upon receipt

· Return invoice to supplier if no purchase order included

· If purchase order amount and invoice to not match then return both to PO issuer for clarification and authorization

· Utilize vendor filing system for all received invoices. 

· Generate weekly aged accounts payable report

· Print authorized checks

· Send payments when due

· Cash flow

· Review accounts payable needs and review potential receivables to create cash projections for upcoming week

· Tracking

· Oversee implementation and ongoing use of job tracking program

· Make sure that all tracking data is entered into the program

· Print a copy of work in progress sheet prior to weekly production meeting

· Print and distribute marketing and sales reports

· Payroll

· Enter approved time cards into accounting program daily

· Enter daily time card hours onto weekly summary spreadsheet

· Submit payroll information for approval and authorization

· Submit approved payroll information to payroll service

· Job costing

· Enter payroll, invoices and purchase orders into accounting program as outlined above.

· Produce job cost reports for all in-progress jobs every week.

· Produce a final job costing report two weeks after every job closes.

· Review job costing reports for accuracy before distribution.

· Produce monthly job costing summary sheet for all completed jobs and jobs in progress.

· Monthly Financials

· At the end of every month, calculate work in process for all in-progress jobs

· Close out completed jobs and allocate revenue – reconcile work in progress.

· Finalize all invoicing for the previous month by the 5th of every month.

· On the 10th of every month, produce a trial balance sheet and income statement.  Adjust as needed.

· Produce a final income statement and balance sheet on the 15th of every month.

· File maintenance

· Maintenance of the Central Filing system

· Responsible for closing out files when the project is complete

· Merging production and administrative files

· Producing job costing summary

· Sending out close out packet to customer

· Matching invoiced amounts to received amounts

· Send files as necessary to the Owner(s) for approval

· At the end of the fiscal year:

· Place past years files into new file drawers and start file drawers for current year jobs

· Place previous years files into long term file storage

· Prepare end of the year financial reports

 

 

COMPENSATION & BENEFITS:

Your talents will be rewarded with a salary commensurate with your level of experience along with bonus opportunities. Your excellent employee benefit package includes medical, 401(k), and paid vacation and holidays.  Please e-mail your resume to: adjuster911@gmail.com