OFFICE MANAGER – BOOKKEEPER

 

We are an 11 person company in need of a qualified, highly motivated person to manage the bookkeeping and administration for our custom woodworking business. The Office Manager - Bookkeeper is the sole bookkeeping and admin person in our office, working alongside design, layout and coordination staff. The Office Manager - Bookkeeper manages his or her own time based on prioritized deliverable tasks. 

 

Job Summary (details in Job Description, below):

The Office Manager - Bookkeeper at Eby Construction is responsible for administering bookkeeping, payroll, contracts, insurance, human resources, daily operation of offices, and special projects related to billing, taxes, insurance and other administrative operations. S/he supports the owner in managing operations through scheduled reports and special projects. 

 

Qualifications:

  • Full-Charge Bookkeeper with a Bachelor's degree or Associate's degree, or extensive work experience
  • 5 or more years recent employment as a Bookkeeper and/or Office Manager
  • Advanced QuickBooks user
  • Advanced Microsoft Office Suite user
  • Experience in these areas is a big plus:
    • Database software (Filemaker, Access, etc)
    • Project Management
    • Construction or manufacturing office background
    • Insurance certificates

 

Compensation:

  • $30-$35 per hour
  • Medical Insurance
    • 100% of premium for employee
    • 50% of premium for dependents
  • Dental Insurance
    • 50% of premium for employee and household
  • Paid Time Off
    • Accrues at 1 hour per 30 hours worked
    • Caps at 48 hours accrued
    • PTO hours can be used for illness, personal leave, or vacation

 

Paid Holidays:

  • New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day, All weekdays between Christmas Day and New Year’s Day 

 

Job Description (not comprehensive):

  • Bookkeeping—Full Charge Bookkeeper
    • Reconcile credit card accounts weekly. Send reconciliation to owner
    • Balance all accounts against General Ledger monthly. Send to owner and CPA
    • Project cash flow
      • 16 week projection
      • Weekly meeting with owner to project invoicing and expenses
      • Maintain typical expense projections
    • Prepare quarterly sales tax payment and report/forms for California State Board of Equalization
    • Prepare quarterly Profit and Loss, Balance Sheet and debt report for bank and for CPA
    • Work closely and consistently with CPA to plan for taxes, identify changes needed to relieve tax liability, strategize around 4th quarter procurement to reduce margins, and to prepare taxes
    • Accounts payable
      • Compare invoices to purchase orders—flag issues for owner to review
      • Verify and honor payment terms with all vendors
        • Notify owner if/when terms will not be met or seem out of line
    • Accounts receivable
      • Invoice customers
        • Provide lien waivers with invoices and when payments received
      • Keep current projections of when receivables will come in
      • Document payment performance of clients
      • Request overdue payments
      • Receive and deposit checks
  • Payroll
    • Review time cards weekly, send to owner for approval
    • Send payroll form to payroll company
    • Confirm payroll processed
    • Confirm staff checks/pay stubs arrive to office
    • Check current Paid Time Off tallies monthly (the tally is kept by payroll service)
    • Process and pay reimbursements from Expense sheets
    • Adjust payroll and withholdings when needed
      • Direct deposit changes
      • FSA and HSA settings
      • 401(k) contribution settings
      • W2 adjustments
      • Wage changes
    • Prepare payroll reports as part of quarterly reports
  • Contract Administration
    • Enter new jobs in to QuickBooks
    • Process and send Mechanic’s Pre-Lien documents for new jobs
    • Enter approved Change Orders in to QuickBooks
    • Keep PDF copies of contract, change orders and any other documents related to contract value
    • Check internal contract and change order values against client records
    • Send/receive signed documents with clients
    • Track project value and billing for vendors by project (code invoices)
    • Flag certain vendors to track invoicing against approved value for jobs
    • Close-out completed jobs, and assemble end-of-job binder for client. Archive completed jobs
  • Insurance Administration
    • Procure insurance certificates for clients per each client’s certificate requirements
      • Send certificates to clients
    • Collect insurance certificates from vendors for each job, matched to clients’ certificate requirements
    • Send renewed certificates to clients when jobs span policy-year renewal
    • Review insurance quotes annually, and report changes to owner
      • Get competitive bids from insurance brokers when needed
    • Maintain current insurance documents in all company vehicles
    • Maintain current list of scheduled insured items (machinery, equipment, vehicles) and current value for non-scheduled insured items
  • Human Resources Administration
    • Help owner with job postings, reviewing applicants, and scheduling interviews and assessments
    • Process prospective hires through preliminary paperwork and background check
    • Process new hires’ paperwork, and orient them to time cards, payroll timing, employee handbook, company holidays, PTO policy, etc
    • Provide new hires with an alarm code, building key, phone (sometimes) and other equipment, and check out these items to that employee
    • Process wage changes, and record changes in employee file
    • Maintain summary records of 401(k) participation (Transamerica handles detailed account info directly with employees)
    • Process termination paperwork and produce termination check
      • Verify that employee returns key
      • Verify that employee signs change in relationship documents
      • Cancel employee alarm code
      • Recover employee cell phone and/or other equipment
    • Ensure that current required posters and signs are displayed in break room (replace annually, add new notices when required)
  • Daily operation of offices
    • Keep office supplies in stock, in tidy arrangement, and well organized. Order refills as needed
    • Monitor cleanliness of office and facilities, and provide feedback to cleaning service
    • Receive occasional visitors
    • Maintain professional, composed work area
    • Ensure that break room is stocked with supplies for coffee, utensils, printer/office supplies and in general. Order refills as needed
    • Maintain separate trash and recycle wastebaskets at personal work station
  • Special Projects Examples
    • Prepare special taxes
    • Research new insurance broker/carrier
    • Organize applicants for an open job posting
    • Update Employee Handbook with owner and outside HR consultant
    • Create a summary financial report to share with staff at a quarterly meeting
    • Implement a new PTO regulation, or change an accrual setting with payroll service
    • Adjust Item names in QB to match a new database interface for purchase orders

 

Please send your resume and cover letter via email. Thank you.