Office Manager

Dedicated office management professional with experience handling a wide range of administration, technical and executive-support task. Also provide light bookkeeping services and work in parallel with accounting team to ensure financials are handled correctly in compliance with internal audit compliances and general accounting principles. This role will report directly to local Market President and indirectly to Division Controller.

 Customer Service & Sales Coordination

• Serve as point of contact for customers, coordinating with the Market President and Sales team to best meet the needs of each customer.
• Back up on answering the phone for customer relations.
• Ensuring that customers are treated with an excellent experience for inquires, questions, order status, service requests and helping the office team as needed.

Accounting

• Calculate weekly sales commission and bonuses and submit to corporate payroll.
• Process weekly sub-contractor billings and send to HQ for check runs.
• Prepare year-end 1099s and mail to sub-contractor before deadlines.
• Accounts Payable - Provide match of packing slip to invoice, get proper approvals and enter invoices into accounting software. Prepare weekly AP check run request and send to HQ Accounting team for payment processing.
• Accounts Receivable - Validate customer contracts are fully completed in both CRM and Accounting system. Create customer invoices and process customer payments. Reconcile CRM and Accounting systems AR each week and ensure at month end both systems tie out.
• Inventory Reconciliation - Take month end cycle count and make proper inventory adjustments based on actuals, reconcile CRM jobs to Accounting software inventory ensuring all month end inventory is balanced and fully reconciled.
• Bank Reconciliation - Weekly reconciliation of bank account and resolve any open balances within reasonable timeline.
• Journal entries - make journal entries to account for bank fees, finances fees, Marketing accruals, AP accruals and bonus accruals.
• Work with HQ Accounting team on questions related to monthly reconciliations performed by HQ Accounting team.
• Prepare snapshot to send to leadership each month end as well as preparing all CRM reports that need to be provided with financial package.
• Participate in month end close ensuring all deadlines are met.
• Ensure all compliances and internal controls are always being followed.

Human Resources

• Ensure all offers are reviewed prior to being made to include new hires and promotions.
• Ensure all necessary documents and acknowledgements are signed and completed as part of onboarding process prior to the start of a new hire.
• Oversee status changes for team members in UltiPro to include but not limited to job title changes, salary increases, terminations, etc.
• Coordinate performance management process for all salaried team members.

Office Management

• Train employees on how to use company systems including UltiPro, CRM system and various other systems as needed.
• Support Market President by coordinating meetings and communications.
• Sort and distribute mail daily.
• Coordinate with IT on needs for computers and other office equipment.
• Coordinate special events for office including lunches, training events, holiday party planning, etc.

Desired Skills & Experience

• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Possess strict confidentiality skills
• Excellent & effective communication skills
• Attention to detail and high level of accuracy
• 2-4 years of basic accounting skills in AP, AR, Inventory and general accounting (journal entries, system reconciliations)
• Strong Microsoft Excel including formulas and pivot tables
• Customer Resource Management system is preferred
• Experience with Sage or comparable ERP is required
• Possesses the ability to self-manage and adapt to change

Travel Requirements

Travel for training maybe required or annual meetings, less than 10% annual travel.