Office Manger/Bookeeper

Position Summary: Manages the effective operation of the office by organizing tasks and processes to meet deadlines, understanding the responsibilities and needs of each staff member, communicating clearly with customers, franchisees, and vendors, and ensuring bookkeeping processes are efficient and highly accurate.

Duties and Responsibilities

Bookkeeping and Finance

· Customer Revenue Cycle – Bill Customers, Record Payments, Make Deposits, Communicate with Customers on Billing/Payment Issues, Manage Collections

· Franchisee Payment Cycle – Send Monthly Payment Estimates, Answer Franchisee Payment Questions, Pay Franchisees

· Vendor Payment Cycle – Match Vendor Invoice to Source Documents, Pay Vendor

· Royalty Payments – Calculate and Pay

· Employee Expense Reports reviewed and paid

· Bank and Credit Card Reconciliation

· Sales Tax Returns

· Manage Annual 1099 NEC Preparation

· Manage Annual Audit Preparation

· Ensure the integrity of the bookkeeping systems and results

Human Resources

· Onboard Employees

· Prepare Payroll

Customer and Franchisee Support

· Assist Sales Manager with Customer Proposals

· Onboard Customers – Create File, Create Walk Through Papers, Set Up in Quickbooks

· Onboard Franchisees – Create File, Set up in Vanguard Financial System

· Process Customer Cancellations and Crew Changes

· Process Franchisee Relinquishments

Office Organization and Administration

· Facilitate pleasant reception for people who call or walk in to office

· Ensure Office Appearance is professional

· Provide support to staff

· Order and organize supplies and equipment

· Manage the source documents required for proper customer billing and franchisee payments

· Research and implement more efficient means to the processes through better technology

· Direct office events

Key Success Behaviors and Skills

· Self Motivated Needing Minimal Direction

· Highly Detail Oriented with Proven Bookkeeping skills

· Performance Driven, Multitasking, and Flexible

· Strong Interpersonal Communications

· Effective Problem Solving Skills with Structured Thought Process

· Significant Organization and Analytical Skills

· Excellence in the Quality of Work

· Innovative and Focused on Learning

Minimum Qualifications

· 3-4 years of Bookkeeping Experience

· 1-2 years of Office Management

Strong Knowledge of the Following Technology

· Quickbook Pro

· Microsoft Office Suite

· Social Media

· Web Usage

· Outlook, Google Calendar