Accounting Manager / Office Manager

Accounting Manager / Office Manager:

Employment: Full Time

Summary:

The successful candidate will serve dual functions, overseeing critical accounting operations while managing essential administrative tasks to keep the business running smoothly.

Responsibilities:

1. Treat all people associated with Main Enterprises with respect, honesty and integrity at all times.

2. RESPONSIBILITIES

Accounting & Financial Management:

Cash & Banking Operations

• Perform daily cash reconciliation and deposits. Complete monthly bank reconciliations.
• Process journal entries for fees and wire transfers.
• Review and approve recurring check runs. Approve vendor check runs monthly
• Manage cash float to maximize working capital availability

Accounts Receivable Management

• Oversee daily AR operations and customer billing. Assist AR with billing and addressing operational issues.
• Collaborate with AR specialists to learn about billing practices across various billing platforms (Textura, Procore, Service channel, etc.). Serve as a back-up during vacation and other emergency situations.
• Collaborate with AR specialists to follow up on past due accounts and manage collection efforts.
• Understand AR collection policies and procedures and ensure compliance.
• Partner with project managers to improve job-cost accuracy and billing timeliness.

Accounts Payable Management

• Supervise AP supervisor and assist with entering invoices during busy season
• Review and approve overhead invoices including fuel, telecommunication and outsourced IT invoices
• Collaborate with AP supervisor to learn about AP processes. Serve as back-up during vacation and other emergency situations.
• Call vendors as necessary to manage cash float
• Work with A/P to be certain that vendor payments and subcontractors are paid when receivable is collected
• Prepare and file NY and CT monthly sales tax returns
• Collaborate with AP supervisor on filing annual 1099 forms.
• Assist with benefits payment reconciliation and preparing journal entries support.

Payroll Management

• Oversee weekly payroll processing through ADP
• Verify timecards and notify payroll associate of errors
• Approve payroll before processing and spot-check pay rates / deductions
• Process PTO requests and maintain approval records
• Record keeping for apprentice and license employees
• Review and submit weekly 401k contributions and monthly HSA contributions

Office & Administrative Management

• Coordinate employee onboarding/off-boarding, system access, equipment issuance, and compliance paperwork
• Maintain company technology: Office 365, computers, phones, iPads, copiers, GoDaddy domains, and Apple Business Manager.
• Handle general office logistics—meeting scheduling, phone-list updates, holiday schedules, and copier contracts.
• Provide cross-functional backup for service billing, dispatch, purchase orders, change orders, and inventory when workloads spike.
• Document all AR / AP / Payroll processes to serve successfully as back-up and for seamless business operations.
• Assist with implementation of new field and accounting software as needed.
• Support process improvement initiatives to enhance operational efficiency.
• Assist the CFO with month-end close: prepare accruals, record journal entries, fixed assets accounting, inventory accounting, etc.
• Assist the CFO with various financial analysis as needed.

3. Assure that practices comply with Company policies and procedures.

4. Maintain complete confidentiality about the many sensitive matters included in this position.

5. Identify areas where administrative processes can be improved and work with others toward the goal of continuous improvement.

6. Collaborate with other staff to provide assistance and support. May fill in for absent employees and help with peak workloads.

7. Perform other duties as assigned or as circumstances require.

Qualifications:

• Knowledge of construction accounting.
• Familiarity with billing practices in construction.
• Proficiency with ADP, Excel and construction ERP platforms (e.g. Spectrum).
• Have the ability to maintain a high level of accuracy and consistency.
• Effective verbal and listening and communications skills. Time management skills.
• Decision making skills. Well-established skills with MS Office and demonstrated ability to use basic computer applications as used for accounting.
• Ability to plan and organize work.
• Ability to communicate and interact with a wide variety of people on matters that are sometimes sensitive.
• 3-5 years of progressive accounting experience.
• Proven ability to lead small teams and juggle competing deadlines in a fast-paced, family business environment.

Benefits:

• Medical
• Dental
• Life
• Vision (add-on)
• 401K Plan (with Company match)
• PTO
• Holiday Pay