What are the responsibilities and job description for the Office Manager / Bookkeeper position at AdvantaClean of The Piedmont?
Benefits:
- Paid time off
Position Summary / Purpose
Provide support to management in the form of orchestration of the administrative, bookkeeping, human resources and operations functions. Facilitate the efficient operation of the office.
Help retain customers by providing emotional gratification through follow up contact with them and through the accurate transcription of customer information.
Support multiple Project Managers and their teams in creating high levels of customer satisfaction by establishing collaborative relationships among the project teams and constituent groups, resolving issues with customers and promoting the concept of integrated systems.
Assist in the coordination, scheduling and facilitation of the timely and profitable delivery of all services required to rapidly return customer’s property to pre-loss condition.
Principle Duties and Responsibilities
- Maintain market leadership through continuous implementation of state-of-the-art technology as it pertains to the administration of the office, financial reporting, tax preparation and filing, and maintenance of the customer database
- Accurate and timely invoicing of customers
- Complete job costing on completed work
- Make deposits to company bank accounts
- Conduct follow-up phone calls to customers and collection calls on overdue invoices
- Prepare and file tax forms
- Maintain office inventory
- Support, facilitate and coordinate the work of multiple project teams and Project Managers
- Identify and remove barriers to successful completion of overall projects
- Serve as point of contact with external vendor representatives, insurance adjusters, project managers and customers
- Assemble emergency services estimates
- Assist in writing estimates as needed
- Develop customer material allowances and selection sheets
- Complete and track contracts, invoices, submittals, estimates, change orders and supplements
- Schedule work
- Provide timely project status updates to Project Managers
- Maintain project work schedules and files
- Collect production daily site reports
- Purchase materials and schedule deliveries
- Facilitate customer warranty and satisfaction surveys
- Accurately prepare invoices
- Secure client payments
- Complete inner office documentation
- Data entry using company approved software
- Make deliveries to and from post office and bank
- Process production paperwork
- Administer human resource functions
Key Responsibilities
Financial Management:
Financial Management:
- Bookkeeping: Maintain accurate financial records, including accounts receivable, accounts payable, general ledger entries, and payroll processing.
- Invoicing: Generate and issue invoices promptly, ensuring accuracy and timeliness.
- Job Costing: Track and report on job costs to ensure profitability and financial accuracy.
- Bank Reconciliation: Reconcile bank statements and manage cash flow effectively.
Administrative Support:
- Documentation: Maintain organized records of contracts, estimates, change orders, and other project-related documents.
- Data Entry: Perform accurate data entry using company-approved software, ensuring all information is up-to-date and correctly recorded.
- Office Management: Assist with general office tasks, including inventory management and administrative support for the team.
Customer and Team Support:
- Customer Relations: Develop and maintain strong relationships with customers, providing excellent service and addressing inquiries or issues promptly.
- Team Collaboration: Work closely with project teams, vendors, and insurance adjusters to facilitate smooth project execution and resolution of any issues.
- Additional Responsibilities:
- Human Resources: Support HR functions including onboarding new employees, payroll, and assisting with staff development.
- Financial Reporting: Generate financial reports and assist in financial analysis to support decision-making and strategic planning.
- Strategic Goals: Contribute to the development and implementation of strategic goals for the company.
Qualifications
- Education: Associate’s degree in Accounting, Business Administration, or a related field required; Bachelor’s degree preferred.
- Experience: Minimum of 5 years of bookkeeping experience, including accounts receivable, accounts payable, general ledger, and payroll.
- Technical Skills: Proficiency in bookkeeping software (e.g., QuickBooks Online) and Microsoft Office Suite (Word, Excel).
- Organizational Skills: Strong ability to manage multiple tasks and projects simultaneously with attention to detail.
- Communication Skills: Excellent written and verbal communication skills with the ability to interact effectively with customers and team members.
- Problem-Solving: Proactive approach to identifying and resolving issues in a timely manner.
Physical Demands
- Regularly required to sit, use hands, talk and listen.
- Frequently required to stand and walk.
- Ability to lift and/or move up to 10 pounds regularly and up to 25 pounds occasionally.
Working Conditions
- Primarily office-based with occasional visits to job sites.
- Exposure to varying noise levels and environmental conditions as per job site requirements.
Why Join Us?
- AdvantaClean of The Piedmont offers a collaborative and supportive work environment where you can grow professionally and make a tangible impact. We are committed to providing exceptional service to our customers and fostering a positive workplace culture.
Salary : $20 - $25