Office and Accounting Manager

We are looking for a highly dedicated and team-oriented individual to join our management team. Our fast-growing operation is seeking a self-motivated individual with a vast knowledge of Office management, accounting/finance. This position would report directly to finance manager. We would accommodate a hybrid work schedule with a minimum requirement of 3 days per week in the office. This is a key role within our organization, and you will have the opportunity to make a significant impact on our expansion success.

Skills:

As our finance/Office Manager, you will play a pivotal role in maintaining the smooth operation of our office and financial processes. Your responsibilities will encompass a wide range of tasks, including:

• Financial Management: Accurate record-keeping using Foundation Software, SharePoint, 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, subcontractors, and vendors.
• File Management: Organizing and maintaining files using SharePoint Workspace.
• Coordinate scheduling: Set up meetings based on cross-functional availability for both internal and external stakeholders.
• Organize internal resources: Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Communicate policies and procedures: Alert employees of new processes, rules and regulations.
• Facilitate executive-level operations: Book travel, submit expense reports and send communications for high-level staff as needed.
• Cost Coding: Collaborating with Project Managers to manage cost coding of timecards and project costs.
• Payroll Processing: Managing employee timecards through foundation and processing payroll.
• 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 government forms to subcontractors, obtaining signatures.

Education and Experience:

• Previous experience in a professional office environment
• Minimum 2 years of experience in an administrative or office management role
• Minimum 2 years of experience in finance
• Excellent written and verbal communication skills (English), with the ability to collaborate with team members and stakeholders.
• Bachelor’s degree in finance or accounting preferred
• Proficiency with Foundation is preferred, but not required
• Ability to work in a team environment
• Strong communication skills and the ability to meet deadlines