Office Manager/Bookkeeper

Office Manager/Bookkeeper The Burns Company

• 5.0 San Juan Capistrano, CA Job Details Full-time $70,000
• $80,000 a year 1 hour ago Benefits Health insurance 401(k) matching Qualifications Financial performance report preparation Administrative experience GAAP QuickBooks Online QuickBooks Organizational skills Payroll Full Job Description

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Position Summary:

The Office Manager is responsible for the day-to-day accounting activities for payroll, receipts/transactions tracking, job costing, accounts payable, and accounts receivable process. This role is also responsible for ensuring all administrative needs of the organization are completed in an organized and timely fashion. This includes managing recruiting, onboarding, benefits administration, and events organizing. This position serves as a strategic member of the leadership team and is responsible for processes and procedures to ensure efficient, cost-effective approaches to all administrative functions.

Responsibilities:

1. (50%) Ensures accurate completion of all accounting activities. This work may include but is not limited to:

• Manages accounts receivable and accounts payable functions;
• Tracking and entering expense receipts into bill.com & QuickBooks;
• Cost/job coding transactions in industry specific software
• Aspire;
• Creating and distributing invoices
• Aspire;
• Processing client payments;
• Following up on outstanding invoices;
• Processing payments for vendors
• bill.com;
• Material vendor management
• accounts, terms, etc.;
• Reconciling monthly bank and credit card statements;
• Creating and maintaining financial dashboards
• Aspire.
• Administration of company credit cards (Home Depot, ARCO)
• Expense report processing
• Contract administration 2. (10%) Manages payroll and the administration of all employee benefits. This work may include, but is not limited to:
• Setting up new employees in the payroll system with their tax information, direct deposit information, and deductions;
• Reviewing and inputting hours and any data changes from payroll time reports;
• Running payroll reports for review;
• Reconciling gross payroll with deductions and taxes;
• Entering payroll journal entries after each payroll is processed;
• Processing enrollment for all benefits programs and ensuring appropriate deductions (health insurance);
• 401K contribution/loan management, 3rd party TPA coordination. 3. (15%) Supports the day-to-day administrative human resources needs. This work may include but is not limited to:
• Onboarding and offboarding employees in relevant company systems;
• Ensuring all new hire paperwork is completed correctly and in a timely manner;
• Training employees on relevant company software
• bill.com, Aspire, G-Drive, Email, Calendar;
• Facilitating the front end of the recruiting process including job ads, resume review, and initial candidate screening;
• Maintaining the personnel files, both in paper and electronically;
• Providing first level support to employee administrative issues and concerns;
• Assisting in the annual open enrollment process (health insurance);
• Maintaining stock of team uniforms, marketing assets, and team recognition prizes;
• Tracking employee referrals and payouts;
• Planning and coordinating office and staff events
• monthly, quarterly, annually;
• Maintain company calendar & announcements of events, b-days, work anniversaries;
• Other miscellaneous projects as needed. 4. (15%) Serves as the primary point of contact for all vendors and regulatory agencies related to office administration functions. This work may include but is not limited to:
• Managing relationships with insurance brokers including health, liability, and workers' compensation coverage;
• Researching options to reduce costs and maximize coverage for insurance policies including health, liability and workers' compensation;
• Processing insurance and workers' compensation claims;
• Responding to unemployment claims;
• Coordinating with insurance company on policy updates, claims and questions;
• Addressing IT, phone, and copier needs for the organization;
• Managing requests for services with vendors related to facility maintenance.
• Coordinate and stay up to date with sub-contractor W-9 and certificates of insurance 5. (10%) Supports company's operational efficiency. This work may include but is not limited to:
• Developing and implementing office policies and procedures;
• Maintaining company's filing systems and records;
• Ensuring the security, integrity, and confidentiality of data;
• Maintaining office files on shared drive;
• Maintaining the general organization of the office;
• Maintaining files and records for OSHA, DOT, Vehicle Registration or other regulatory requirements;
• Creating and updating office standard operating procedures (SOPs) as necessary.

Qualifications:

The following education, skills and experience are required for this role:

• 5+ years of relevant experience in bookkeeping;
• Knowledge of generally accepted accounting principles and practices;
• Experience preparing/understanding financial statements;
• Bachelor's in accounting preferred;
• 2+ years of office administration responsibilities;
• Proficiency with QuickBooks, Excel, and web-based software;
• Flexibility to adapt to changes in procedures and job assignments;
• Strong organizational skills;
• Adaptable and proactive;
• Ability to work independently, take initiative on improvements;
• Excellent communication skills, both written and verbal.

Environment This position requires the ability to work seated for several hours at a time, as well as the ability to sit, stand, stoop, bend, climb, and kneel and the ability to lift up to 25 pounds occasionally. Some filing is required. The work environment is an air-conditioned, smoke-free, office environment. This position routinely uses standard office equipment such as computers, phones, photocopiers/scanners. No overnight travel is expected for this position. Disclaimer This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties or responsibilities that will be required. The organization reserves the right to modify this job description at any time; including assigning or reassigning job duties or deleting this position at any time.

Pay:

$70,000.00

• $80,000.

00 per year

Benefits:

401(k) matching Health insurance Application Question(s): Proficient with Quickbooks Online and Bill.com

Work Location:

In person