What are the responsibilities and job description for the Scheduling Coordinator & Office Administrator position at HudMed USA?
Benefits:
- 401(k) matching
- Company parties
- Opportunity for advancement
- Paid time off
- Training & development
Do you thrive in a fast-paced environment where your organizational skills and financial acumen can truly shine? Are you a master of Quickbooks and a whiz with scheduling a large team of employees and payroll procedures? If so, we have the perfect opportunity for you!
We're seeking a highly motivated and detail-oriented individual to join our team as a Scheduling Coordinator & Office Administrator. You'll wear many hats, from coordinating job schedules (moved this to the first highlighted area), managing finances and payroll to onboarding new employees.
This is a multifaceted position that offers the chance to:
- Make a real impact: Your work will directly contribute to the efficiency and success of our businesses.
- Expand your skill set: You'll gain valuable experience in various aspects of business administration, from finance and HR to operations and vendor management.
- Enjoy a collaborative environment: You'll work closely with our team, including the President and General Manager, to achieve shared goals.
- If you're a self-starter with a passion for numbers, a knack for organization, and a desire to contribute to a growing team, we encourage you to apply!
Scheduling Coordination:
- Utilize HudMed applications to schedule crews effectively across multiple job sites, ensuring optimal staffing levels for each project.
- Collaborate closely with the Operations Team to confirm accurate job assignments and address any scheduling conflicts promptly.
- Maintain consistent communication with team members to manage RSVPs for job attendance, ensuring adequate coverage for all projects.
- Proactively identify and resolve potential scheduling issues, considering factors such as employee availability, skill sets, and job site requirements.
- Maintain detailed records of crew schedules, job assignments, and attendance within the HudMed system for efficient tracking and reporting.
- Contribute to the continuous improvement of scheduling processes by identifying opportunities to enhance efficiency and optimize resource allocation.
Responsibilities:
Financial Management:
- Safeguard all checks, payments, and income for our associated businesses, ensuring they find their way to the right place during your work schedule.
- Accurately log all deposits in Quickbooks, making sure they're matched with the respective customer and invoice.
- Skillfully issue payments to vendors for their open invoices, all while maintaining an immaculate record of payable checks in Quickbooks.
HR Responsibilities:
- Become the go-to guru for onboarding new employees across all our companies. You'll expertly handle tasks like collecting W2 forms, precisely inputting employee data into ADP, and setting up Direct Deposit.
- Keep the employee contact information shipshape, including addresses, and handle additional payroll wizardry like pay adjustments.
- Be an active participant in our weekly employee meetings during HR Hours.
- Take charge of our weekly payroll for all three companies, ensuring our team gets their hard-earned pay on time.
Vendor Onboarding:
- Manage the onboarding of HudMed as a vendor for our customers. This means providing Certificates of Insurance, completing those W9 forms, and tackling any paperwork requests like a pro.
General:
- Be prepared to tackle any other assignments, duties, or tasks as determined by the President or General Manager.
- Your meticulous approach and commitment to excellence are like gold in our financial vault, and they're critical to our company's efficiency and success. We appreciate your dedication to our team and its mission. Join us in this exciting journey!
Requirements:
- Essential Prior Experience with Quickbooks
- Familiarity with Bookkeeping Procedures is a Must
- Capacity to Work Independently and Resolve Challenges is Essential
- Proficiency in Excel with an Openness to Learning
- Accurate Data Entry Proficiency with a Keen Eye for Numerical Precision
- Exceptional Organizational and Time-Management Skills
- Preference for a Background in Finance, Accounting, or a Related Field
- Outstanding Communication and Interpersonal Aptitude
- Self-Driven, Reliable, and Trustworthy Individual
- Effective Interpersonal and Communication Abilities
- Bilingual (English/Spanish) is preferred
Salary : $45,000 - $55,000
