Position Summary

Adherence to processes, procedures, and compliance measures demands meticulous attention to detail. This role serves as a liaison between various levels of the organization, from junior staff to senior management, and requires clear and effective communication skills. The dual responsibilities of this position necessitate a unique blend of financial expertise, organizational ability, and service focus.The Bookkeeper and Office Manager is responsible for maintaining precise financial records for Hooley Manufacturing while coordinating office management and personnel activities across Hooley Manufacturing, ATS Marine, and Craft Kettle Brewing Equipment. This multifaceted role requires a diverse skill set that includes strong financial acumen, exceptional multitasking capabilities, and robust problem-solving skills. By aligning the office administration across all three companies, this position ensures seamless operations and organizational coherence.

The essential functions include, but are not limited to the following:

Bookkeeping Duties

1. Maintain Financial Records: Accurately record all day-to-day financial transactions.

2. Accounts Receivable: Issue invoices to customers, track payments received, and manage outstanding accounts.

3. Accounts Payable: Process incoming bills, schedule payments, and manage vendor relationships.

4. Financial Reporting: Prepare monthly, quarterly, and annual financial statements, including balance sheets and income statements.

5. Expense Reconciliation: Review and verify expense reports, ensuring compliance with company policies.

6. Estimate Drafting: Prepare initial job estimates for internal review.

7. Budget Oversight: Assist in preparing and monitoring budgets in collaboration with department heads.

8. Tax Preparation: Assist in compiling necessary documents for tax filing and work with external tax professionals as required.

Office Management Duties

1. Administrative Support: Provide general administrative support to all staff members, including but not limited to document preparation and filing.

2. Office Supplies Inventory: Manage the procurement and inventory of office supplies, equipment, and services.

3. Meeting Coordination: Schedule and coordinate staff meetings, manage meeting rooms, and prepare materials as needed.

4. Answering Phone Calls: Act as the first point of contact for incoming calls, directing them to appropriate departments or staff.

5. Customer Interaction: Engage with customers and potential customers through various channels including in-person, phone, and email, providing a professional and friendly interface for the company. Track communication within the organization’s designated CRM system.

6. Initial Inquiry Take-In: Field initial inquiries from potential customers or partners, gathering necessary information and directing them to the appropriate personnel for follow-up.

7. Facilities Management: Ensure that the office environment is clean, safe, and well-maintained.

8. Safety Compliance: Monitor and maintain office policies and procedures to comply with company and industry safety standards.

Requirements

Benefits