OFFICE MANAGER

Job Description
The Office Manager is responsible for performance of accounts receivable/payable and related functions, ensuring proper cutoff, revenue recognition and timely submission of invoices to our customers. maintains customer accounts through generating billings, entering payments, and managing collections. Oversees the payroll processing of hourly-paid and salaried management employees for a multi-state, multi-union, employer operating in the U.S. and is responsible for reconciling payrolls, general ledger and executive dashboard reporting for payroll metrics, tax reporting, compliance and filings and maintains wage and hour law compliance at Federal and State level. Provide support assisting with job cost processing, waiver collection, subcontractor payment and other accounting tasks. Prepare owner billings with supervision. Ensure job costs are processed in accordance with company internal control procedures.

Job Duties

  • Oversee the workload prioritization and efficiency of Accounts Receivable/ AP department
  • Research, analyze and resolve any cash receipts issues
  • Preparation of special reports required by management including audit responses, collection analysis, etc.
  • Final review and approval of billings and cash receipts
  • Review work orders and payment applications for accuracy and completeness
  • Communicate with field superintendents, project directors and managers regarding timely and accurate submissions of work orders and payment applications
  • Create billings and present to customer for payment
  • Manage collections through communication with customers
  • Process cash receipts
  • Maintain Accounts Receivables files (open and paid)
  • Other duties assigned by the Operations Manager
  • Managing the financial operations of MSI including invoicing, purchasing, depositing checks, and budget management;
  • Improving the existing procedures for outgoing and incoming resources and track inventory for the organization;
  • Communicating with the general staff on the President behalf and coordinating logistics with high-level meetings both internally and externally;
  • Prepare, review, and administer contractual proposals relating to construction projects
  • Review bonding requirements per contract and order Payment/Performance bonds if required
  • Review insurance requirements and obtain Certificate of Insurance
  • Enter approved Subcontracts and change orders into ComputerEase
  • Track all required compliance documents and ensure all agreements are fully executed and received
  • Maintain the contracts email and ensure all incoming documents are filed timely and properly in ComputerEase
  • Track all insurance requirements and maintain active certificates of insurance from subs
  • Manage all in-house payroll process for the U.S. operations.
  • Critically review and analyze current payroll and reviews weekly payroll register
  • Oversee all union benefit updates are entered timely and accurately and remittance reports are completed and paid in a timely manner
  • Communicates actively with operations, human resources, and other internal business units to ensure accurate and timely processing of payroll.
  • Responsible for all training and procedure documentation
  • Implements new procedures based on payroll best practices
  • Manages technology implementations and integrations
  • Completes all tax reporting on a periodic, quarterly and annual basis for a multi-state payroll maintain compliance based on state and Federal regulations
  • Oversees compliance for garnishments and child support orders
  • Maintains wage and hour regulations
  • Maintains procedure manuals and controls for associates
  • Analyze and process job related accounts payable in accordance with internal control procedures
  • Review subcontractor pay applications
  • Understand sales and use taxes applicable to subcontractor and supplier invoicing
  • Understand insurance compliance
  • Provide subcontractors with timely payments in exchange for waivers
  • Review and coordinate waiver packages
  • Understand impact of cash flow on projects billed
  • Assist Managers with miscellaneous tasks on an as-needed basis
  • Maintain positive relationships with subcontractors and suppliers
  • Position Requirements
  • 3-5 years of accounts receivable/AP/Payroll management or related accounting knowledge
  • Credit review experience
  • Basic understanding of accounting principles
  • Knowledge of AR/AP/Payroll processes and computer skills
  • Multi-state payrolls, multi-union payrolls, U.S. payrolls
  • Payroll analysis, knowledge of multi-state tax compliance, FLSA and state labor laws, union experience
  • Excellent communication skills, proficient with systems and data manipulation, manage multiple employees, deadline oriented, maintain confidentiality regarding payroll information
  • Ability to maintain a high level of accuracy in preparing and entering financial information
  • Ability to maintain confidentiality concerning financial issues
  • Notary Public is preferred
  • Associates degree – Bachelors degree preferred

Position Requirements

  • 3-5 years of accounts receivable/AP/Payroll management or related accounting knowledge
  • Credit review experience
  • Basic understanding of accounting principles
  • Knowledge of AR/AP/Payroll processes and computer skills
  • Multi-state payrolls, multi-union payrolls, U.S. payrolls
  • Payroll analysis, knowledge of multi-state tax compliance, FLSA and state labor laws, union experience
  • Excellent communication skills, proficient with systems and data manipulation, manage multiple employees, deadline oriented, maintain confidentiality regarding payroll information
  • Ability to maintain a high level of accuracy in preparing and entering financial information
  • Ability to maintain confidentiality concerning financial issues
  • Notary Public is preferred
  • Associates degree – Bachelors degree preferred

Equal Opportunity Statement

MSI is an Equal Opportunity / Affirmative Action employer. We consider all qualified applicants for all positions without regard to race, color, religion, gender, national origin, age, disability or any other legally protected status. We also comply with all applicable laws governing employment practices and do not discriminate on the basis of any unlawful criteria.