What are the responsibilities and job description for the Office Manager position at MicroClimate Mechanical Services?
Job Title: Office Manager
Industry: Construction/HVAC
Location: MicroClimate Mechanical Services
Position Summary
We are seeking a highly organized and experienced Office Manager to oversee office operations for a fast-paced construction and HVAC/R company. The ideal candidate will have a strong background in accounting and administrative management, with proficiency in AP/AR, billing, tax management, and office support functions. This role will handle critical accounting and administrative tasks to ensure smooth operations and compliance with industry standards.
Key Responsibilities
1. Accounting and Financial Management
- Manage Accounts Payable (AP) and Accounts Receivable (AR) functions.
- Oversee billing, ensuring accuracy and timeliness in invoicing and collections.
- Perform account reconciliations, maintaining accurate and up-to-date records in QuickBooks Online.
- Prepare sales and use taxes for filing and maintaining tax certificate records for projects.
2. Office Administration
- Serve as the primary point of contact for office operations, managing supplies, schedules, and office logistics.
- Utilize the Google Workspace (Gmail, Docs, Sheets, Drive) to streamline communications and document sharing.
3. Contract Management
- Oversee contract/PO lifecycle management, ensuring all contracts/POs are accurately documented, maintained, and tracked.
- Coordinate with project managers and other stakeholders to monitor project-specific requirements and contract compliance.
4. Reporting and Reconciliation
- Assist with generating job costing reports, review profitability reports and cash flow projections.
5. General Staff Accounting
- Assist in budget preparation, forecasting, and variance analysis as needed.
Qualifications
- Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
- 3 years of experience in office management, preferably in a construction or HVAC environment.
- Proficiency with QuickBooks Online and Google Workspace.
- Strong understanding of sales and use tax regulations, tax certificates, and contract management.
- Excellent organizational skills, with a keen eye for detail and accuracy.
- Ability to prioritize and manage multiple tasks effectively.
- Strong interpersonal skills and a customer-focused mindset.
Compensation and Benefits
- Competitive salary based on experience.
- Comprehensive benefits package, including health insurance, and paid time off.
- Opportunities for professional growth and development.
Job Type: Full-time
Pay: $20.00 - $40.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k) matching
- Flexible schedule
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Office Managment: 5 years (Preferred)
Ability to Commute:
- Rochester, NY 14624 (Required)
Ability to Relocate:
- Rochester, NY 14624: Relocate before starting work (Required)
Work Location: In person
Salary : $20 - $40