Job Details:
Office Manager-Quickbooks
SUMMARY
Commercial construction subcontractor’s office is seeking a full-time experienced Office Manager/Project Administrator to handle day to day office operations and provide executive support to the President of the company. Successful candidate will have excellent organization, planning and conflict resolution skills as well as the ability to handle changing priorities in stressful situations. The ability to effectively write reports and communicate via email, in person or via the telephone will be essential to being successful in this position.
ESSENTIAL FUNCTIONS
•Responsible for all AP/AR
•Complete weekly payroll utilizing QuickBooks
•Filing and paying all weekly/quarterly/annual state and federal taxes
•Complete and submit all monthly pay requisitions as well as direct invoices to GC’s for payment
•Creating and updating various memos, correspondence, reports, documents as well as database management
•Setting up and maintaining project data in QuickBooks as well as hard copy document management
•Acquiring and maintaining proper county/city/state licensure or SOS filings for all projects and municipalities as required
•Tracking and monitoring assigned supplier and expense accounts
•Tracking job related costs and preparing accurate and up to date job cost reports
•Maintaining employee files and documentation
•Obtaining and insuring all COI’s meet each job’s minimum insurance requirements
•Manage and maintain executive officer’s schedule including coordinating all travel arrangements
•Conduct corporate banking functions and reconciliations as well as Wester Union transfers
•Reviewing all invoices for accuracy and pricing
•Responsible for overseeing administrative assistant and delegating responsibilities as needed
•Reviewing all incoming contracts and change orders for correct pricing and scope
•Accuracy
•Issue applicator warranties and complete required documents in order to obtain supplier/material warranties as required by scope
MINIMUM QUALIFICATIONS
•Minimum of 5 years office management/administration experience
•Very strong QuickBooks Pro skills with at least 5 years’ experience
•Must be a NC Notary Public or have the ability to become one within 2 months of employment
•Proficient in Microsoft Outlook, Excel, and Word (emphasis on Excel spreadsheets)
•General knowledge of contracts and lien releases (AIA Documents)
•Ability to manage multiple tasks simultaneously.
•Working knowledge of general office equipment, i.e., fax machine, multi-line telephone, copier, scanner and printer
•Construction background a plus but not required