Office Manager/Bookkeeper Job Description
Mission: To improve the lives of our customers by delivering superior quality of projects with total customer satisfaction while displaying a high level of work-ethic, professionalism, integrity, and positive attitude/mindset. We are problem solvers with a results-driven mindset.
Vision: To become the largest outdoor living company in Texas and the best at creating superior outdoor living spaces and customer experiences for anyone who wants to improve the way they live at their homes.
Job Summary:
The Office Manager/Bookkeeper will oversee office operations and ensure the smooth running of the office, work to improve and implement company policies and procedures, provide general administrative support to our customers and leadership to admin staff, and general bookkeeping/inventory duties. Bookkeeping, general administration, employee attendance, executive and financial reports, scheduling, vendor management, coordination of projects, and Human Resources administration. This role is responsible for ensuring that all aspects of our services are being delivered to the highest level to ensure client satisfaction and efficiency within the office administration workflow.
Qualified candidates must have excellent organizational skills, be meticulous and accurate, great communications skills, outgoing personality, takes initiative to fill gaps where needed, be highly motivated to succeed and excel at any task given to them.
Essential Job Duties and Responsibilities:
Accounting:
Perform bookkeeping duties to manage accounts payable, accounts receivable, budgets, and financialsPost transactions in accounting software and update bank feeds daily.Process bank deposits accurately and in a timely manner.Support billing operations by creating and updating billing records to reflect any changes in the appropriate operating systems.Code and input invoices into the appropriate systems.Review project budgets, estimates, and purchase orders to determine the validity and accuracy of charges.Process all payments via check or ACH.Oversee end-of-month closeouts to ensure accurate financial reporting.Develop and manage company operating budgetDevelop and manage cash flow projectionsInterface with CPA to ensure compliance with IRS regulations.Vendor Management:
Set up new vendors by collecting necessary paperwork and entering information into operating systems.Filing:
Maintain electronic filing systems in Microsoft Teams for easy access and organization.Human Resources:
Assist with hiring support including scheduling interviews, preparing materials, and conducting interviews.Set up new employees in the system and coordinate onboarding processes.Manage employee benefits enrollment and disenrollment, including 401K, health and auto insurance (if applicable).Oversee benefits transactions to ensure compliance with requirements and effective management of each benefit account.Assign equipment and manage communication setup for new hires (phones, computers, email, etc.).Conduct onboarding and offboarding processes for employees.Maintain PTO and attendance records and manage time off requests.Maintain employee files and all HR documentation.Develop SOP'sCreate and order business cards and marketing material, as needed.Payroll:
Process payroll for salaried, hourly, and commission-based employees, including calculations for bonuses and commissions.Ensure payroll deductions are current and valid, such as insurance deductions, child support payments, etc.Office Management:
Provide leadership to manage all office employees and ensure their roles and responsibilities are being performed at a high levelOrganize and coordinate administrative duties and office policies and procedures.Manage office supplies inventory and order as necessary.Ensure smooth operation of the office.Notify Management Team of issues requiring management action.Complete any tasks assigned by the executive staff in an efficient and timely manner.Work directly with upper management to help implement company goals and track KPI'sMaintain performance reports and produce financial reports as requested by upper management.Adheres to company policies, procedures, safety compliance, and quality standards.Assist in writing Standard Operating Procedures (SOPs) as needed.Scheduling meetings and appointments.Reporting & Updates:
Update sales performance spreadsheets and track KPIs for daily, weekly, monthly, and quarterly meetings.Manage website updates to reflect changes in personnel and titles.Additional Responsibilities:
Greet visitors with a smile and courteously interact with customers and/or the general public to answer questions or respond to requests.Manage utility accounts and device management for the office.Handle incident reports and ensure compliance with safety procedures.Assist in developing and implementing new processes and procedures.Work Remotely
· No- 100% in office
Qualifications and Required Skills:
An enthusiastic attitude and positive mindset with a focus on growing the companyA strong sense of urgency in completing tasksPrevious leadership experience, minimum of 2 yearsA can-do, will-do attitude, willing to learn new skills and develop both personally and professionallyProven track record as an Office manager or bookkeeper with a minimum of 4 years of experience.Excellent written and verbal communications skillsProficient in Quickbooks Online with a minimum of 3 years experienceProficient in MS Office (MS Excel, MS Word and MS Outlook) and Google apps (Docs, Sheets, Calendar)Excellent time management skills and ability to multi-task and prioritize workExtreme attention to detail and excellent problem solving skillsStrong organizational and planning skills in a fast-paced environmentCreative mind with ability to suggest improvementsHigh School diploma and 2 years of college or technical training in bookkeeping Company DescriptionMission: To improve the quality of life for the end user by delivering superior design and craftsmanship while providing total customer satisfaction. Our Core Values are high level of work-ethic, professionalism, integrity, personal development, positive attitude/mindset, and delivering unmatched customer service. We are problem solvers with a results-driven mindset.