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 #J-18808-Ljbffr
