Office Administrator

Temp-to-hire position but may consider direct hire for right candidate.

Duties and Responsibilities:

QuickBooks – A/R, A/P, Payroll:

· Check and receive purchase orders and enter in QuickBooks

· Manage invoices and credit cards receipt, enter in QuickBooks

· Manage accounts payables and receivables

· Assist with billing invoices when jobs are completed

· Draft certified payroll for prevailing wage jobs on a weekly basis

· Prepare payroll on a bi-weekly schedule

· Review all contributions, health insurance deduction and employees loan repayments prior to submitting payroll

· Manage employees time by job reporting, review hours and make necessary corrections (T-Sheets)

· Receive and apply incoming checks, Credit Card and ACH Payments

· Reconcile bank, credit cards, capital one and home depot statements monthly

QuickBooks – Reporting:

· ECMRA and WAWF reporting

· Submit 401K contribution totals after payroll is completed

· Submit Federal Tax Withholdings, Social Security and Medicare totals after payroll is complete

· Report & Pay Sales and Used Tax on a monthly basis

· Submit Employee’s Quarterly Federal Tax Return (941)

· Submit GSA totals quarterly

· Submit Employee’s Annual Federal Unemployment Tax Return, W-2’ and 1099 Subcontractors

General Office Duties:

· Prepare Contracts

· Print, sign and notarized Lien Waiver Releases per customer request

· Request all COI’s and W-9’s needed for Vendors and Customers

· Manage correspondence by answering emails and sorting mail

· Answers phone calls and transfers them as necessary

· Photocopies and files appropriate documents as needed

· Maintains and orders office supplies as needed

· Interacts with Company Executive Leadership, carry out their requests

Skills & Qualifications:

· College Education Preferred

· Prior Office Management Experience Required: Minimum 5 Years

· Proficient with QuickBooks Desktop/Enterprise

· Technical Skills, Including Proficiency with Microsoft Office Programs

· Ability to Handle Confidential Information

· Strong Attention to Detail

· Ability to Work Without Supervision

· Excellent Time Management Skills

· Exceptional Communication and Customer Service Skills

· Strong Prioritization and Organization Skills

· Strong Record Keeping Skills

· Presentation Skills, Ability to Multitask