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Wanted: Office Manager/Bookkeeper, NYC

Wanted: Office Manager/Bookkeeper

Operating in New York City, we are a busy Construction Company in need of a full-time experienced individual to take over the Office Manager/Bookkeeper position.

This job entails daily QuickBooks accounting activities, AR, AP, payroll, HR duties and providing administrative support to our field operations team. Responsibilities also include general clerical, and some other project management related work. Must project a professional company image through in-person, email, and phone interaction. 

Bookkeeping Duties

  • Track and process employee daily timecards
  • Prepare and process weekly payroll (100+ Employees/subcontractors)
  • Invoice entry for accounts receivable/payable purposes.
  • Pay bills/vendors
  • Process and submit client AIA Invoice requisitions
  • Collections for clients due & past due payments
  • Process client payments and deposit in Bank
  • Bank account and credit card reconciliation
  • Create weekly project profit and loss reports for company President
  • Prepare financial statements/documents for audit and tax return purposes. Liaise with outside accountant as needed.
  • Onboard new Sub-Contractors & create new contracts/purchase orders for Sub-Contractors
  • Record and process Subcontractor costs within each project
  • Process Sub-Contractor payment waivers and pay subcontractors
  • Process change orders as requested. Create and maintain project change order logs

Administrative Duties

  • Create and maintain new project folders both physical and digital
  • Order, submit and maintain project specific certificates of insurance
  • Create project specific safety manuals and daily safety logs
  • Process and file daily jobsite safety logs
  • Onboard new employees and maintain current employee and payroll records.
  • Track all employee vacation and sick leave
  • Help with the annual renewals of General Liability, Umbrella, Workers Comp, Disability and Auto insurance policies before expiration. Coordinate with Insurance Broker to facilitate these renewals.
  • Maintain client records, filing system and office supplies
  • Answer phones, separate daily mail.

Requirements:

  • Proficient in QuickBooks, Word, Excel, Outlook
  • Knowledge of AIA invoice requisitions
  • Construction office experience preferred
  • Ability to work in a fast-paced environment
  • Notary Public License is a plus but not required

Schedule:

  • 9 hour shift – 8:00am – 5:00pm
  • Monday to Friday

Experience:

  • Bookkeeping: 3 years (Required)
  • Office Management experience: 3 years (Required)
  • QuickBooks: 3 years (Required)

Work Location: New York City.

Salary  $80K – $100K depending on experience

Resumes should be sent to smuf263@icloud.com   

 

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