Accounting & Office Manager

Position IdentificationFLSA Status: ExemptReports to: Operating Unit President Position ObjectiveThe basic function of the Accounting & Office Manager is to ensure all office administration items are handled appropriately and to function as the Accounting and Human Resources representative. This position will handle all departmental needs relating to production, service, sales, or general accounting and assist all departments as necessary with reports, administrative paperwork, project related documentation, and billings. This role will manage and support all administrative functions including Payroll, Accounts Receivable, Accounts Payable, Human Resources and any other administrative duties. Payroll

• Administer in-house union payroll for the business unit, including all monthly, quarterly and annual tax filing.
• Prepare weekly funding reports to fund payroll bank accounts.
• Coordinate year-end processing to include supplemental payrolls and W2s as needed.
• Maintain confidentiality with a high level of integrity.

Accounts Receivable & Accounts Payable

• Create customer invoices and record cash receipts.
• Monthly AIA billings (construction percentage of completion contract billing). Collect lien waivers when required.
• Manage collection procedures.
• Create vendor purchase orders, receive delivery confirmations, and scan documentation into the system for payment.

Accounting

• Responsible for tax compliance with all federal, state, local, payroll and other applicable taxes.
• Post inventory taken to jobs into the accounting system.

• Manage Fixed Assets to track additions and disposals.
• Maintain and manage all operating leases and vehicle license registrations.
• Manage company charge accounts (credit cards, fuel cards, store accounts, etc.)
• Assist Regional and Corporate offices with internal and/or IRS procedure, and accounting audits. 

Month End CloseShort Term

• Record all General Ledger adjustments on monthly basis (depreciation, prepaid, etc.).
• Record all Intercompany Transactions and Allowance Reserve.

• Complete the bank account reconciliation. 

 Long Term

• Review Indirect and SGA Accounts for Unusual/Excessive Activity
• Attend monthly CTC (cost to complete) meetings record any project adjustments that are needed processing changes before month end. 
• Prepare and record all project related accruals (Payroll Accrual, Uninstalled Materials, Revenue Accrual, etc.) 
• Record Over/Under Billed and Over/Under Absorbed
• Run CPR (contract profit reports more commonly known as work in progress) and Balance to the GL and reconcile with regional controller.
• Adhere to All Appropriate Closing Dates to ensure that the approved control procedures are being followed.

Management The Accounting & Office Manager will be responsible for managing the Human Resources/Office Administrator. Those duties are listed below. 

• General Office Administration: Operate Telephone and Direct Calls, Greet Visitors and Direct Customers/Vendors, Incoming/Outgoing Mail and Shipments, Transcription/Proofreading, Maintain Calendars, Files and Office Records, Prepare Sales & Service Reports, and any other General Office tasks assigned to the Office Administrator.
• Human Resources: Recruiting, Onboarding, New Hire Paperwork, Employee Records, Benefits Enrollment, Handbook, LOA, Employment Verifications, Compliance with AAP, EEO, Vets-100A, and OFCCP guidelines, Annual HR Report, and any other Human Resources tasks assigned to the Human Resources Administrator. 

Knowledge, Skills & Experience (Essential) 

• B.S. or B.A. in accounting
• 2-4 years of accounting experience
• Knowledge of payroll-related practices and procedures or ability to research/ask for help
• Working knowledge of Generally Accepted Accounting Principles, knowledge of manual and automated accounting systems
• Knowledge of computer systems, Word, Excel and proficiency using 10-key adding machine
• Ability to handle multiple tasks

 Key Competencies  

• Excellent communication skills
• Sound problem assessment and problem-solving skills
• Ability to make decisions and ascertain when an issue needs escalation.
• Well organized; Adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative
• integrity
• Adaptability
• Willingness to learn
• Teamwork and collaboration

Occupational Health and Safety