Vacancy expired!
Hello!
We are looking for a qualified, and motivated individual to work as an Office Admin. We are a Construction Company located here in beautiful Sequim Wa, and are rapidly growing. Please see below for more details.
Our construction company has grown and established a client base over nearly 20 years in Sequim, WA. We are experiencing a strong period of growth and have a position open for a full-time office manager.
We are looking for a responsible, self-motivated individual who can help drive us to continued and greater success.
You will be responsible for overseeing those areas of the business which include: operations, AR/AP, 3rd-party payroll, human resource and administrative and clerical functions. You will initially serve in an executive assistant type role engaging directly with Construction Managers, External Accountants, and the company founder.
Base Responsibilities:
Manage general office activities
Maintain a reliable office presence during regular business hours
Maintain high standards in office presentation and office equipment performance
Answer phones, record messages, and respond to inquiries when appropriate
Respond directly to or forward to relevant staff all e-mail inquiries
Receive and sort mail, sign for deliveries
Purchase office supplies, postage, and misc. items
Run errands
Manage administrative details
Report directly to Company President and Partner
Function as personal secretary to Company President, including scheduling meetings, drafting letters and memos, developing presentation content
Cooperate with and assist project managers
Create and vet office system standards and procedures, maintain all record-keeping systems, files and filing systems
Control the corporate communications network, including coordination/liaising with jobsite personnel, client calls and inquiries, trade (sub)contractors, and/or property managers
Operate the corporate database including data-input, running general reports, and maintaining data quality with regular backups and restores
Perform notary of the public duties for relevant office documents
Type, photocopy, fax and file all general correspondence, forms, and memos
Maintain corporate insurance documents, licenses, and titles
Maintain trade (sub)contractor insurance records
Screen, record and track incoming job leads via phone, e-mail, and walk-ins
Liaise on the company’s behalf with trade (sub)contractors, clients, accountants, attorneys, insurance providers, engineers, architects, suppliers, property managers, tenants, Builders’ Association members, and Government representatives
Maintain Employee Health Benefits and correspond with employees and BIAW
Maintain Employee files to include onboarding paperwork, vehicle policies and separation letters
Perform Accounting Duties
Bookkeeping and organization of account information for external CPA
Institute computer tracking systems for accounts payable and accounts receivable
Generate and notarize client-job applications for payments (draws) in and send to clients with correlated QB invoice monthly
Liaise with client loan-officers to facilitate payments
Maintain accounts payable and accounts receivable, enter deposits, handle invoicing and bill payments (owner or partner should approve all payments and statements)
Deposit checks
Reconcile bank statements with QB logs monthly (all bank statements should be reviewed by owner or accountant)
Generate Percent Complete reports, QB Journal Entries, Profit and Loss (P&L) reports, Balance Sheets, A/R Aging Summaries, and Cash Flow reports monthly
Process timecards in T-sheets on a weekly basis
Generate payroll and follow-up on job log compliance (Owner must approve payroll before issuing checks)
Track all city, state, and federal tax responsibilities
File all required city, state and federal tax payments and form filings according to relevant monthly (e.g. related to payroll), quarterly and annual schedules
Organize tax and accounting information for year-end tax filing for external CPA
Establish current-year operating budget and maintain annual budgets
Qualifications
Computer proficiency in Microsoft Word, Excel, Outlook and QuickBooks
Excellent Organizational skills and the ability to multitask.
Effective time management, problem solving and decision-making skills
Valid Drivers License
Must be able to pass background check
Must be able lift, push, carry 50lb unassisted
Requires eye hand coordination and the ability to distinguish letters, numbers and symbols
Must be able to reach at or below shoulder level
Must be able to work in a fast paced somewhat stressful environment and maintain physical stamina, proper mental attitude while dealing effectively with customers, management, team member and outside contacts while working under pressure and meeting deadlines
Expectations
Full-time, hourly position on a bi-weekly payment schedule
Business Hours are Mon-Fri, 8:00a.m.-4:00p.m., additional hours may be required on deadlines
Business-casual attire
1 week vacation after 1 year of employment
Benefits
Health Insurance coverage available after 90 days
Paid Days Off: Most Federal Holidays
Retirement Benefits available
after one year of employment
Vacancy expired!