What are the responsibilities and job description for the Office Administrator position at Staffing Support Specialists?
Job Summary:
The office administrator is responsible for a variety of tasks that fall under the following categories: payroll, new customer set up, job orders, A/R, A/P, Sub contractors, General Accounting, Sales, Insurance and HR. This contractor is also expected to create a better system for checking invoices against vendor proposals
Job Responsibilities:
- Enter weekly payroll, including all sub-contractors
- Pay payroll taxes as required
- Ensure all new employee onboarding and paperwork is completed
- Ensure all contractor W9 and COI are up to date
- Maintain Simple IRA and Health Insurance eligibility and registration process
- File Quarterly 941 and Suta payroll reports
- File yearly 941, FUTA, SUTA and W2's
- Maintain work comp and unemployment rates in Quick Books
- Ensure Employee Handbook is current and up to date
- Review contracts to ensure contract aligns with proposal
- Distribute COI's
- Review all new customer contracts for any criteria that falls outside of company standards and that correct Project Manager is assigned
- Manage tax exemption forms
- Review T&M jobs for correct billing rates, time, materials and rental equipment
- Enter Change Orders
- Review job WIP
- Update and distribute monthly billing sheet
- Send out monthly invoices and update payment apps as needed
- Review A/R and collect on balances over 60 days, escalating appropriately
- Deposit checks and record in QB
- Ensure vendor invoices are paid according to terms
- Reconcile all A/P and A/R accounts
- General accounting - QB maintenance, monthly depreciation, sending monthly reports and reconciling bank accounts
- Distribute monthly reports to Project Managers
- Manage vehicle registrations and requirements
- Annual review of Health Insurance policy, General Insurance Policy, OSHA report completion and DMV report completion
Qualifications / Requirements:
- Notary
- 2-3 years Accounting experience
- Expert in Quick Books
- General knowledge of Health Insurance, Work Comp processes, and Simple IRA
- High level of attention to detail
- Ability to shift priorities
- Excellent verbal and written communication skills
- Proficient in Microsoft Suite
- Strong organizational skills
Created by Connie Larson on December 9, 2024
PrintWe are committed to a policy of equal opportunity for all employees. We seek to match you with opportunities that best match your skills and needs, and it is our policy to administer these activities in a manner which does not discriminate against or give preference to any person because of race, color, religion, age, sex, national origin, disability, ancestry, sexual orientation, military service, marital status, arrest or conviction record, or any other discriminatory basis prohibited by state or federal law. All employees are required to have a proof of identity and authorization to work.
