Financial:

• understands the Earthshare sales and production processes and how best to support them through accurate bookkeeping and information sharing

• 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 accounts

• 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 reports with 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

• administers SIMPLE IRA plan, filling out forms, sending and processing payments

• administers QSEHRA benefit, providing support to employees as needed, and filling out forms, sending and processing payments

• administers all Worker’s Compensation insurance claims

• coordinates and completes Workers Compensation and General Liability Insurance audits and appeals

Office:

• answers the office phone and email, providing exceptional customer service to clients

• 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

• 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, 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

• ensures that all documentation and 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

• highly resourceful with the ability to manage concurrent projects and juggle competing priorities

• 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