Earthshare Construction LLC
Sustainable Building for Today and Tomorrow
Office Manager/Bookkeeper
Earthshare Construction LLC is seeking a highly skilled Office Manager to oversee all company bookkeeping and financial reporting. The Office Manager will be instrumental in keeping the Earthshare financial functions, our office, and our management team running smoothly and efficiently. Primary
responsibilities include: accounts receivable, accounts payable, payroll, client invoicing, subcontractor paperwork, insurance tracking, benefits management, admin support to management team, and overall office coordination.
The ideal candidate has at least 3 years of bookkeeping experience in the construction industry, can work independently, and can juggle numerous responsibilities at once. While QuickBooks Desktop Certification is not required, comprehensive knowledge of QuickBooks Desktop including financial reports generation is critical.
Desired Skills and Competencies
Financial:
enters each project’s contract, cost codes, allowance, and change order information into QuickBooks in a timely fashion
assembles client invoicing for pre-construction and construction jobs, maintaining systems for both Time and Materials invoicing and Fixed Price Contract invoicing; tracks and enters payments
tracks past due receivables and works with clients/project team on collection strategies
manages vendor relationships, including entering and paying invoices, maintaining store accounts, and updating employees authorized to use account
manages subcontractor relationships, including entering and paying invoices, collecting certificates of insurance and W9s, and issuing 1099s
produces financial reporting: biweekly estimate-to-actual job cost accounting, end-of-job cost accounting, monthly and/or quarterly profit and loss statements, and revenue projections
partners with management team to assemble annual Operating Budget
reconciles credit card and bank accounts with an eye towards managing adequate cash flow
prepares documentation for tax, insurance, and legal filings as needed; registers Annual reportswith VT & NH secretaries of state coordinates with tax accountant to make quarterly estimated tax payments
Human Resources:
works with Operations Mgr to onboard new employees and enter/file appropriate paperwork
imports employee time sheets from Tsheets and prepares biweekly payroll
tracks employee personal days, paid time off, unpaid time off, and vacations
administers SIMPLE IRA plan, filling out forms, sending and processing payments
administers Health Reimbursement Account benefit and any other company benefits, introducing and informing employees at times of eligibility
receives and files injury reports; responds to Workers Compensation claims
coordinates and completes Workers Compensation and General Liability Audits and appeals
Office/Organizational:
answers the office phone and email
provides administrative support to the management team
maintains organizational systems for vital company operations: store accounts, credit cards, etc
creates and maintains a company-wide database of company contacts: customers, vendors, architects, referrals, etc.
copies, scans, files, and keeps hard copy documents organized, staying up-to-date with all appropriate record-keeping, paperwork, and filing digital files in Google Drive are well-organized and accessible to the management team
maintains all critical login and password information for computers, apps, and online accounts in secure password manager
stocks office with needed supplies
retrieves, opens, and distributes incoming mail from company mailbox daily; prepares outgoing mail; maintains mail supplies (labels, envelopes, postage)
stocks company stationery, business cards, other printed promotional materials, and company-issued clothing for employees
Technology and general:
tech-savvy with experience using Google Suite, Microsoft Office, and Construction Management Systems such as Contractor Foreman or equivalent
troubleshoots technology issues in the office and/or coordinates with IT support as needed
ability to learn and master new apps and platforms, set up new organizational systems as needed, and train other employees in their use and upkeep
highly organized and ability to manage a multitude of tasks simultaneously
a strong work ethic, attention to detail, excellent problem-solving skills, a positive attitude, and aptitude for both independent and team-oriented work
maintains a high degree of integrity and confidentiality with sensitive information
Schedule, Wage, and Advancement
An Office Manager is expected to work a minimum of 30-35 hours per week during the business hours of 7:30am–5pm on weekdays. The pay range is $25-$45/hr, depending on experience, with room to advance. Feel free to inquire about our starting wages and the many other benefits of working at Earthshare, including but not limited to: paid vacation time, paid sick time, 7 paid national holidays, paid volunteer time, a Simple IRA retirement plan with 3% company match, a Health Reimbursement Account, and an annual tool allowance.
Earthshare is a small company that recognizes the value of our employees and the importance of growth in the workplace. We provide knowledgeable mentors, a collaborative atmosphere, and advancement opportunities such as in-person and online trainings, certifications, and leadership opportunities.
To apply, please send an interest letter (Why Earthshare? Why this position?) and a brief resume or list of experience to Annie (annie@earthshareconstruction.com). We will review applications on a rolling basis until the job is filled.