What are the responsibilities and job description for the Office Manager position at NHWL ENGINEERING, INC?
Office Manager Job Description
About Us:
NHWL Engineering is an engineering consulting firm located in Tallahassee, FL. Our team of mechanical, civil, structural, instrumentation, and electrical engineers do detailed design for industrial projects. We produce construction documentation for contractors to take to the field and build new facilities and add-ons to existing facilities.
Where you fit in:
As an office manager, you will play a key role in ensuring NHWL is successful in day-to-day operations, including financial bookkeeping and reporting, administrative duties, employee management, maintaining office supplies and facilities. An ideal candidate for this role is detail oriented, organized, interacts well with others, capable with computers/software, and has outstanding personal integrity. NHWL utilizes Deltek Vantagepoint, which is an Enterprise Resource Planning (ERP) software that manages timesheets, invoicing, bookkeeping and accounting functions. The employee for this position will be asked to learn Vantagepoint which will be integral to many of the responsibilities of this job.
NHWL works with a team of 3rd party professionals who will interact and support this position, including accounting/bookkeeping services, Vantagepoint software support services, and payroll/HR services. The candidate will be asked to work alongside 3rd party services and internal staff to become acquainted with and learn various work procedures. Additionally, this position will coordinate efforts between those internal and external parties as required for business operation.
Responsibilities (but not limited to):
Bookkeeping
- Perform bookkeeping tasks and prepare financial statements.
- Work with staff to ensure timesheets are completed timely and accurately.
- Prepare monthly reports from accounting software for management including Profit and Loss (P&L) and outstanding Accounts Receivable (AR).
- Manage client billing process, including preparing invoices and follow up on outstanding A/R.
- Prepare and submit payroll and make changes to deductions as request by employees and\or provide for expense reimbursements based on company policy
- Prepare insurance renewal applications, evaluate insurance contract features, costs, and possible alternatives, evaluate additional benefits to consider
- Prepare annual census for 401k and coordinate with vendor to compute 401k profit sharing.
- Prepare appropriate tax paperwork.
- Monitor state and city payroll tax and labor law to ensure proper compliance.
- Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
Administrative
- Maintain list of software subscriptions/licenses and technology spend.
- Organize occasional in-person meetings as needed for Clients and company events.
- Review and update company website/social media accounts to ensure current and relevant content.
- Monitor payment systems such as Ariba and Coupa for incoming purchase orders and posting invoices
- Monitor safety program websites ISNETWorld and Avetta for potential compliance actions needed by the company
Qualifications:
- Proven experience in Microsoft Office (Excel, Word, PowerPoint, and Outlook) and Adobe.
- Able to multitask and prioritize work according to shifting priorities
- Strong verbal and writing skills in English language
- Ability to maintain a high degree of confidentiality
- Must be based within commuting distance from Tallahassee, Florida
Preferred Experience:
- Experience as an Office Manager/Bookkeeper, or related administrative support role
- Bachelor's degree; related field a plus (business administration)
- Knowledge of payroll software, such as Deltek Vantagepoint is a plus
EMPLOYEE BENEFITS:
- Flexible work environment
- Group health insurance
- NHWL’s 401(k) plan includes a guaranteed 3% contribution after 1 year of employment.
- Competitive PTO
- 9 paid holidays per year