Controller/Office Manager

Overview

The Controller/Office Manager is responsible for overseeing the day-to-day financial operations of the organization while managing administrative tasks to ensure smooth office operations. This role combines the responsibilities of financial management, accounting/bookkeeping, budgeting, reporting, and the organization of administrative functions such as office logistics, team coordination, and vendor management.

Company

Energy Control & Design, Inc. has been the leading source for Building Automation Systems (BAS) solutions and HVAC service since 1979. At EC&D we are equipped to solve a wide variety of HVAC mechanical and control system problems: from minor repairs to the installation and maintenance of the industry’s most sophisticated equipment and temperature control systems.

Job Duties & Responsibilities

Financial Oversight:

o General Ledger Management: Oversee and manage the organization’s general ledger, ensuring accuracy and compliance with accounting standards. Coordinate and process monthly, quarterly, and year end closeout of account modules with the office team. Enter any adjusting entries received from the company’s CPA.

o Treasury Management: Balance multiple company checkbooks, savings accounts, and investments. On a monthly basis reconcile each account with the bank statements and general ledger. Monitor account balances and transfer funds as needed.

o Financial Reporting: Prepare monthly, quarterly, and annual financial statements. Ensure all financial data is accurate and timely. Serve as the primary point of contact with the company’s CPA.

o Expense Analysis and Forecasting: Assist directors with tracking expenses, financial forecasting, and cash flow projections.

o Accounts Payable/Receivable: Supervise the accounts payable and accounts receivable functions as well as the proper management of bills. The applicant shall be proficient with accounts receivable functions to the point that this position is the backup to the Accounts Receivable Specialist.

o Tax Compliance: Ensure compliance with tax laws by preparing necessary documentation and filings, working with external auditors and tax professionals.

o Payroll: Supervise payroll processing, including salary calculations, benefits, and

deductions, ensuring compliance with employment laws. Submit necessary payroll forms in

the frequency required to remain in compliance. The applicant shall be proficient with the payroll functions to the point that this position is the backup to the Payroll Specialist.

o Corporate Finances: Prepare estimated tax due reports for shareholders and distribute dividends as directed by the board of directors. Record and reconcile monthly stock redemption payments. Report corporate finances to the company’s CPA and attorney.

o Audits and Compliance: Prepare for and be the lead for various company audits as they take place.

o Union Compliance and Reporting: Determine union dues for various unions monthly using the payroll reports. File all applicable union documentation and pay union dues and fringe benefits using various methods.

Office Management:

o Team Coordination: Act as a liaison between various departments to ensure smooth operations, assist with scheduling meetings, and facilitate communication.

o Recordkeeping: Maintain organized and accurate records, ensuring that both financial and administrative files are up to date and stored securely.

o Staff Support: Assist with HR-related tasks such as employee documentation, benefits coordination and other administrative duties.

o Registrations and Filings: File miscellaneous registrations with the appropriate regulatory authority.

o Insurance Liaison: Assist the Director of Business Operations with various insurance compliances and interface with the company’s risk manager. Request and manage various bonds required to perform various projects.

Other Duties:

o Assist in developing internal policies and procedures for financial and office operations.

o Maintain confidentiality of all business and employee-related matters.

o Provide general support to other departments and management as needed.

Qualifications

Education and Experience:

o Associate or bachelor’s degree in accounting, Finance, Business Administration, or a related field.

o At least 3-5 years of experience in accounting, bookkeeping, or financial management, with some experience in office management.

o Experience with accounting software and MS Office Suite (Excel, Word, Outlook).

o Knowledge of tax regulations and general financial principles.

Skills and Abilities:

o Strong analytical and problem-solving skills.

o Excellent organizational, planning, and multitasking abilities.

o Exceptional communication and interpersonal skills.

o High attention to detail and accuracy.

o Ability to manage time effectively, prioritize tasks, and meet deadlines.

o Ability to work independently and as part of a team.

o Strong decision-making abilities, particularly under pressure.

Basic Requirements

o Pass initial employment criminal background checks

o Pass initial employment as well as random selection drug testing

o Observe all company provided procedures and safety rules

Employee Benefits

o Medical, Dental, & Vision

o Flexible Spending Accounts

o 401K w/ company match

o Paid Time Off and Paid Holidays