Bookkeeper & Office Manager

Position Summary

The Bookkeeper and Office Manager is an integral role within the organization, responsible for maintaining accurate and comprehensive financial records while also managing general office operations. Specializing in accounts receivable, accounts payable, and financial reporting, this position plays a key role in safeguarding the company's financial health. In addition, as the Office Manager, this role ensures efficient administrative operations, from procurement of office supplies to meeting coordination and schedule management. Adherence to processes, procedures, and compliance measures demands meticulous attention to detail. This role serves as a liaison between various levels of the organization, from junior staff to senior management, and requires clear and effective communication skills. The dual responsibilities of this position necessitate a unique blend of financial expertise, organizational ability, and service focus.

Essential Duties and Responsibilities

• Maintain Financial Records: Accurately record all day-to-day financial transactions.
• Accounts Receivable: Issue invoices to customers, track payments received, and manage outstanding accounts.
• Accounts Payable: Process incoming bills, schedule payments, and manage vendor relationships.
• Financial Reporting: Prepare monthly, quarterly, and annual financial statements, including balance sheets and income statements.
• Expense Reconciliation: Review and verify expense reports, ensuring compliance with company policies.
• Estimate Drafting: Prepare initial job estimates for internal review.
• Budget Oversight: Assist in preparing and monitoring budgets in collaboration with department heads.
• Tax Preparation: Assist in compiling necessary documents for tax filing and work with external tax professionals as required.
• Office Management Duties:
  • Provide general administrative support to all staff members, including but not limited to document preparation and filing.
  • Manage the procurement and inventory of office supplies, equipment, and services.
  • Schedule and coordinate staff meetings, manage meeting rooms, and prepare materials as needed.
  • Answering Phone Calls: Act as the first point of contact for incoming calls, directing them to appropriate departments or staff.
  • Customer Interaction: Engage with customers and potential customers through various channels including in-person, phone, and email, providing a professional and friendly interface for the company.
  • Track communication within the organization’s designated CRM system.
  • Initial Inquiry Take-In: Field initial inquiries from potential customers or partners, gathering necessary information and directing them to the appropriate personnel for follow-up.
  • Facilities Management: Ensure that the office environment is clean, safe, and well-maintained.
  • Safety Compliance: Monitor and maintain office policies and procedures to comply with company and industry safety standards.

Requirements

• Qualifications (Knowledge, Skills, and Abilities):
  • Required Qualifications:
  • Education: Associate's degree in Accounting, Finance, Business Administration, or a related field, with substantial industry experience also considered.
  • Experience: Minimum of 3-5 years of experience in bookkeeping. At least 2 years of experience in office management or administrative role.
  • Certifications: Certification in bookkeeping or accounting (such as Certified Bookkeeper or equivalent) is highly desirable.
  • Nice to Have Qualifications:
  • Education: Bachelor's degree in Accounting, Finance, Business Administration, or related field.
  • Experience: Experience working within the manufacturing industry or bookkeeping experience with inventory accounting. Previous experience in a customer-facing role.

Physical Demands and Work Environment

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may be required to lift and/or move up to 30 pounds and occasionally lift and/or move heavier weights. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock. The noise level in the work environment is usually moderate. However, in some instances, this job may require work in areas where ear protection is necessary.

Benefits

This is a full-time, exempt position. Compensation is commensurate with knowledge, skills, and experience. The position includes access to the company's regular benefits packages, which currently include medical, vision, dental insurance (50% EE / 25% FAM); 4% 1:1 401k match; paid holidays, accrued paid time off; accrued paid sick leave.