What are the responsibilities and job description for the Bookkeeper position at Fox Home Innovations, LLC?
Primary Goal :
The primary function of the Bookkeeper is to support the Chief Financial Officer and Fox Home Innovations personnel. Good communication and ‘people’ skills are essential to this position. Under the supervision of the CFO, the Bookkeeper will be a vital team member and help ensure accurate accounting on all levels.
Qualifications :
Strong understanding of accounting procedures; a working knowledge of QuickBooks.
Proficiency in financial reporting methods : i.e., Income Statements, Balance Sheets and Budgets.
Practices and follows high business ethical standards; Demonstrates integrity and confidentiality.
Communicates clearly and consistently with others.
Is self-motivated and maintains a positive attitude while at work.
Highly organized, motivated, able to problem-solve issues independently and as a team member.
A demonstrated ability to operate general business software programs and timekeeping applications.
PC savvy- willing and eager to learn new skills with technology, proficient with most facets of MS office suite.
Willingness to learn and grow in a team-oriented environment.
Excellent phone manner- Professional and friendly; able to ascertain the nature of calls and then direct / handle accordingly.
Goals, Duties and Responsibilities :
Bookkeeping Primary Responsibilities :
Take ownership to ensure that all company financials are accurate and entered as efficiently as possible into BuilderTrend & QuickBooks to maintain accurate review within 2 business days of receipt.
Properly set up and maintain all employees, suppliers, and trade accounts in BuilderTrend & QuickBooks. Ensure proper sync and accuracy of accounts.
Ensure all entries into BuilderTrend and QuickBooks are properly formatted and coded correctly for :
Accurate WIP calculations
Up-to-date reports
Job Costing purposes
Receive and enter draw schedules in BuilderTrend & adjust dates in QuickBooks for accurate financial forecasting.
Work with Production to send out invoices and collect draws and change orders in a timely manner.
Send out AR Report & Update Ninety Scorecard Numbers weekly
Assist the Project Managers in following up on billed out invoices to ensure they are paid within the defined timeline.
Communicate with customers and production when a discrepancy arises between parties. Work to create an equitable solution.
Ensure that all payments into and out of the company are correctly and accurately recorded in accordance with accounting standards for proper recordkeeping.
Work with CFO to pay all bills in a timely manner keeping FHI in good standing with all business partners.
Enter all credit card charges incurred within 3 business days.
Support office staff by creating and running any pertinent financial reports requested.
Work with Fox Home Innovations accountant to prepare information for tax purposes.
Work with CFO to complete Reconciliation of all accounts- bank accounts, credit cards and monthly close out audits of Profit & Loss and Balance Sheet.
Processing Vendor Rebates
Paying vehicle registration annually & registering any new vehicles or equipment within required time frames.
Ensuring that appropriate backups of QuickBooks Files are occurring and being stored in a safe location to prevent information loss.
Maintaining Chart of Account & Items List in both QuickBooks & BuilderTrend for appropriate cost coding
Helping to put together the annual Budget based on information provided by the Controller.
Assist Controller in Annual Accounting Close out & end of the year General Journal Entries
File any new credit line application documents and ensure COI’s are sent out annually to all required parties.
Filing, Account & Record Compliance Responsibilities :
Maintain the filing system and ensure that files are neat and organized to include :
Vendor Files- Maintained annually and reset every January.
All Asset Accounts & Equipment files are maintained & checked annually for accuracy.
Ensuring that all documents are scanned in and organized digitally and saved securely to prevent information loss.
Maintain up-to-date information for all vendor & suppliers accounts in both QB & BT.
Assist CFO in managing all company credit cards- order new cards, replace cards when needed, ensure that all employees have appropriate credit cards for their positions.
General Office Responsibilities :
Helping to manage the company phone system and forwarding calls and messages, as needed.
Assisting with walk-in traffic, as needed
Assist CFO in creating any accounting-related processes & memos to keep all parties informed of changes or updates.
Any other responsibilities as decided by the Leadership Team at any time.
Sales / Marketing :
Enable future FHI sales by excelling in your role through constant and consistent communication with our clients. Promptly address any customer concerns and issues. Help FHI create happy customers by exceeding the customer’s expectations whenever possible.
Support staff in customer relations-related activities to help foster the best customer experience.
Estimating :
As with all FHI employees, the Bookkeeper can and will impact the health of FHI through their dedication to proper business practices and time management.
Ensure Sales and Production receive the most accurate information possible :
Through proper job cost entry and tracking
Consistent and precise coding for field staff
Ensure all reports ran are as accurate as possible.
Leadership :
The Bookkeeper will embrace, support, enable and promote the FHI Core Values and Core Focus
The Bookkeeper will always maintain a positive attitude towards FHI, other team members, office staff, vendors / trades, and FHI customers
Support and promote all FHI policies, procedures, and initiatives in a positive manner.
Bring any negative issues to the attention of the GM immediately. Provide recommendations for resolutions of these issues
Ensure all non-employee vendors and trades maintain the highest regard for FHI when on our jobsites or communicating with our staff and / or clients
The Bookkeeper will lead by example
Consistently act with honor, dedication, and focus
The Bookkeeper will continually educate and improve both professionally and personally.
Show an initiative to learn new skills, seek out the latest information and trends, grow creatively, and pursue continuous improvement
Provide encouragement, recognition, constructive feedback and coaching to all team members
Resolve all conflicts in a manner which benefits all parties involved
FHI, whenever possible, will support all employees both professionally and personally through training, education, and a positive, healthy work environment
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