Office Administrator/ Bookkeeper

DESCRIPTION:
We are looking for a reliable office administrator/book keeper. Our success depends on people, productivity and procedures, and our office administrator is a supportive force in each of these areas. They will undertake various administrative and accounting tasks to ensure the rest of the staff has adequate support to work efficiently and effectively.

The tasks of the office administrator will include accounting, business compliance and management of the business owner’s schedule. The ideal candidate will be competent in prioritization and working with little supervision. They will be self-motivated and trust worthy as well as a flexible problem-solver who has superb communication skills and a detail-oriented mindset. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for this position.

This position is responsible for ensuring a smooth running of the company’s office and contributes in driving sustainable growth.

COMPANY DESCRIPTION:
HTH Automatic Sprinkler LLC has been operating 35+ years as a fire protection sprinkler contractor performing contract installations, repairs, service, and scheduled reoccurring preventative maintenance

OBJECTIVES:
¨ Ensure general management of office by overseeing operational efficiency, effective communications and other strategic and tactical planning

¨ Manage company facility, including office space planning, vendor contracts and relations, and office functions and services

¨ Serve as a primary liaison between company and clients, providing information, answering questions and responding to requests

¨ Oversee and achieve organizational goals while maintaining an efficient, productive and positive office culture and employee experience

RESPONSIBLITIES:

ADMINISTRATIVE ROLE:

¨ Greet office visitors, answer & direct phone calls, field inquiries from clients, maintain office efficiency by arranging repairs as needed

¨ Manage phone calls and correspondence (emails, letters, packages, ect)

¨ Schedule and track meetings & appointments

¨ Perform variety of administrative duties, such as generating & distributing client notices, letters, spreadsheets, forms, faxes, and processing incoming mail

¨ Maintain/update records and databases with current personnel, client, financial or other data

¨ Assist in the scheduling of reoccurring system testing & inspection or service work

¨ Assist in yearly renewal of commercial insurances

¨ Serve as primary technical support/IT person for troubleshooting of office equipment

¨ Coordination/scheduling of IT repairs with Geeksquad as needed

¨ Maintenance of office supply inventory

¨ Assist with other administrative projects as assigned

BOOKKEEPING ROLE:

± Prepare & send client invoices

± Manage accounts payable, ensuring accurate and timely processing of invoices

± Process and post client payments, preparation of bank deposits

± Generation & submission of purchase orders to clients

± Generation of monthly client project billing via AIA payment requisition

± Weekly preparation and submission of company payroll via ADP

± Monthly preparation and submission of CT sales and use tax return

± Monthly account analysis and reconciliation of company bank accounts and allocations of company credit card statements to ensure accuracy of financial data

± Monthly analyzation of receivables for past-due clients

± Prepare monthly internal financial reports, including balance sheets, income statements, Sales Reports, Aging Receivables and cash flow statements

± Ensure timely payment of quarterly estimated tax payments

± Year end coordination with company accountant for year-end processing

± Enroll and manage employee 401k accounts

± Provide support in preparing for audits or other financial reviews

REQUIRED SKILLS

o Proven experience as an office administrator, office assistant or relevant role

o Prior experience working with Quickbooks (at least 1 year), AIA billing & Excel

o Understanding of technical accounting principles

o Proficient in debits and credits principles

o Knowledge of account reconciliation procedures

o Strong knowledge of account analysis and financial report writing

o Experience managing budgets & expenses

o Experience in developing internal processes and filing systems

o Excellent attention to detail and accuracy in data entry and record keeping

o Superb written and verbal communication skills

o Strong time-management and multitasking abilities

o Excellent organizational and leadership skills

o Proficiency with office applications (MS Office Suite, Quickbooks) & aptitude for learning new software & systems

o Ability to maintain confidentiality of company information

o High School Diploma or equivalent; BSc/BA in Business or relevant field is preferred

SCHEDULE/ BENEFITS:

o Full Time on site (30 – 40 Hours a Week)

o Work week is Monday – Friday

o Work Remotely – NO

o $18 - $25 an hour

o 401K & 401K Company Match

o Health Insurance

o Paid Time Off

o Flexible Schedule