Bookkeeper/ Office Manager (JN -052021-4458)

Our client is a small-scale, growing Design-Build / Construction Projects Owner’s Representative firm seeking an Office Manager to assist in establishing and maintain the office systems and procedures. Office projects include commercial, retail, residential and hospitality projects. Projects range from small-scale interior buildout to large-scale, multi-use properties.

You will organize and coordinate office administration and procedures, ensure organizational effectiveness, efficiency, and safety. Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, office supply control, staff support as well as office budgeting, bookkeeping, payroll and clerical activities. Manager to be an energetic professional who enjoys wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse individuals.

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Qualifications / Requirements

  • located in south Florida only
  • relevant experience with financial accounting for a General Contractor in construction is a requirement
  • proven office management, administrative or assistant experience
  • excellent time management skills and ability to multi-task and priorities work
  • attention to detail and problem-solving skills
  • excellent written and verbal communication skills
  • strong organizational and planning skills
  • proficient in MS Office, Quickbooks
  • knowledge of accounting, data and administrative management practices and procedures
  • knowledge of clerical practices and procedures
  • knowledge of human resources management practices and procedures
  • knowledge of business and management principles
  • knowledge of office software packages and computer skills
  • knowledge of office management responsibilities, systems and procedures

Responsibilities

  • Accounting: monitor and record expenses, prepare expense reports, maintain office budget, bookkeeping system through monthly financial reports (QuickBooks), process accounts receivable and accounts payable, follow up on overdue accounts, perform account reconciliations
  • Payroll: monitor and record hours worked, monitor vacation and sick leave, administer benefits, compute tax returns, write and distribute payroll checks
  • Data Management: create and maintain databases, ensure security of data, organize retention, protection, retrieval, transfer and removal of records
  • Policies and Procedures: evaluate existing procedures, design and implement procedural improvements, prepare materials describing procedures and standards, communicate changes in policies and procedures, ensure adherence to policies and procedures by staff members
  • General Office Management: maintain and upkeep office equipment and furniture, organize repairs and upgrades, follow through on maintenance agreements and contracts, ensure payment of utility bills, order and maintain office supplies, research vendors for pricing and delivery options, troubleshoot computer and systems problems, liaise with IT specialists to resolve problems
  • Project Accounting & Document Management: establish and Manage project invoicing and Draws for payment, monthly update and reconciliation of project Draws, create and maintain project invoicing and pay application, manage procurement of all payment and draw paper work including vendor invoices, releases and reimbursements, work with project team to approve project draw for release to owner
  • Staff Management: recruit and assist in selection of new candidates, prepare paperwork for hires and terminations, conduct orientation of new staff members, identify and organize training programs for staff, motivate, mentor and coach staff, manage performance evaluations and feedback, resolve disputes and grievances, keep staff hourly / time reports, maintain employee personal files