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Accounting / Office Administration Manager

BBSI Napa
San Rafael, CA
  • Posted: over a month ago
  • Full-Time
  • Benefits: 401k,
Job Description

BBSI-Napa is partnering with a local General Contractor.

We are seeking a Full Time Office Administration Manager. The core responsibilities will be to coordinate and manage day-to-day administrative office with the goal being to ensure that all departments are provided organized, consistent, and necessary administrative support. Confidentiality, excellent organizational skills, clear communication, and care for total accuracy are paramount qualifications for this position. Our ideal candidate is driven by improving company profitability through cost reduction, streamlining our administrative operations, improving, and maintaining administrative organization, and assisting a team of incredible people. Please see below for detailed responsibilities.

KEY RESPONSIBILITY SCOPE, listed as follows:

- Accounts Payable/Accounts Receivable:

Receive and scan bills, invoices, and receipts to enter to accounting software or submit to accounting. Coordination as needed with outside accounting firm. Receiving deposits, wholesale customer payments, and making bank deposits. Coordination as needed with outside accounting firm maintain all company financials and inventory spreadsheets

- General Administration:

Mail, sorting, scanning, emailing, filing, and shredding. Maintaining accurate and organized information filing systems for digital files. Work closely with facility managers and supervisors on daily/weekly/monthly tasks. Reconcile, organize, and maintain digital facility records, including various permits, DMV registration for vehicles, and daily/weekly facility logs, inventory, fabrication, and distribution. Work with executives to develop strategic, measured organizational plans and goals. Establish a process for routine administrative workflow review and improvement. Know facility managers, supervisors, and their teams to help identify potential weakness and correct issues before they become problems. Provide additional clerical and administrative support as needed to management and employees.

- Human Resources:

Job posting, advertisements, and interviews. New hire set up, performance reviews, New hire onboardings, orientations, employee trainings, terminations, resignations, employee files, equipment assignment, documentation. Workers’ compensation: track claims, modified duty, claim closing. Healthcare: point of contact, oversee plan, employee enrollment, COBRA. Company handbook, policies, agreements, non-disclosure, disciplinary actions, etc. Coordination as needed with outside HR and insurance firms. Support human capital needs and forecasting. Hire and Fire; participate in department managers’ and supervisors hiring and firing

- Information Technology:

Scheduling maintenance and upgrades. Company phone system. Coordination as needed with outside IT firm.

- Payroll:

Monitor and update payroll systems, manager entries, notes, and schedules. Process company payroll, maintain accurate filing of all changes in compensation, monitor regular time, overtime, double time, sick pay, paid time off, bonuses, reimbursement, deductions, and other payroll / employee compensation metrics. Coordination as needed with outside payroll firm.

- Projects:

Organize and facilitate staff trainings. Establish new procedures as directed by the Co-Executive Officers. Be ready to take on new projects regularly and as directed by the Co-Executive Officers.

- Reporting:

Performance Report distribution to managers and other reports needing to as directed by the Co-Executive Officers.

- Vendor Management:

Maintain a digital record of all vendors and competing potential vendors and ensure that pricing is based on best competitive quotes and that payment terms are the best available. Review and negotiate terms with all vendors to seek improvements and best pricing and payment terms. Research new vendors for competitive quotes and supply comparison. deliveries and storage of supplies with receiving. Perform cost analysis of materials and supplies. Forecast supply storages and unnecessary costs due to rushed reordering. Work with department managers to implement a company-wide procedure for tracking inventory and restocking requests of all inventory. Track all Purchase Orders and incoming shipment documentation/verification of delivery into inventory. Forecast supply usage to prevent shortages and unnecessary costs due to rushed reordering. Improve and implement a company-wide procedure for tracking inventory and restocking requests of all inventory.

- Other, including but not limited to:

Cross-train with other employees to ensure resiliency in the company in the event of staff being out of the office. Be prepared for dynamic job responsibilities. Be a positive force of support that fosters stability and confidence in the company and that creates a foundation for employees to find fulfillment in their job success. Demonstrate leadership during easy and challenging times. Identify opportunities for cost reduction as related to facility operational flow, waste, or surplus

- Point of Contact for:

Payroll, HR, Workers Compensation, IT Support, Insurance Policies and claims, Accounting, Banking.

Skills, Specifications, Qualifications:

  • Strong Knowledge and Experience in Bookkeeping/Accounting
  • 5+ years general administrative office experience
  • Excellent organizational skills
  • A complete love for 100% accuracy
  • Self-motivated and able to self-manage and work independently
  • Strong written and verbal communication skills
  • Ability to negotiate terms and pricing with competing vendors
  • Able to handle shifting and multiple priorities efficiently and effectively
  • Strong technical skills: email, Microsoft Office, Excel, QuickBooks, Salesforce, Sage and ability to learn various cloud-based systems and problem solve basic IT issues
  • Ability to be a flexible, supportive, helpful team member
  • Willingness to continue to learn new skills required to be successful
  • Punctual and reliable
  • Keen attention to detail
  • Available to work all hours as needed

BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

BBSI Napa

Address

San Rafael, CA
USA

Industry

Finance and Insurance

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