Business Office Manager

Job Overview:

We are seeking a highly organized, detail-oriented, and dependable office manager to oversee the company's day-to-day administrative, accounting, payroll, reporting, and human resources support functions.

The ideal candidate will have strong experience with QuickBooks Desktop, QuickBooks Payroll, Excel, professional correspondence, HR administration, and construction-related billing support. This position requires someone who can work independently, maintain confidentiality, manage multiple priorities, and ensure accurate and timely completion of financial and administrative responsibilities.

Experience in the construction or manufacturing industry and familiarity with AIA billing documents is strongly preferred.

Key Responsibilities:

Daily/As Needed

• Enter and process accounts payable (AP) invoices
• Manage billing and accounts receivable (AR) entries
• Calculate and record inventory adjustments
• Prepare and maintain financial and operational reports
• Provide administrative and accounting support to company leadership as needed
• Assist with onboarding new employees
• Perform job costing and related financial tracking
• Input and maintain purchase orders
• Electronically file and organize company documents
• Perform online banking tasks and transactions
• Track and manage employee vacation hours and time-off requests

Weekly

• Enter and process payroll and corresponding FICA tax obligations
• Process accounts payable bill payments
• Generate and review reports related to purchase orders, AP, and AR
• Meet with the President to review AP and AR activity, outstanding balances, and cash flow needs

Monthly

• Prepare, submit, and pay Michigan payroll liabilities and sales tax
• Reconcile physical inventory counts with QuickBooks records
• Reconcile monthly bank statements
• Generate and maintain monthly P&L statements, balance sheets, and PO reports
• Review financial records for accuracy and identify discrepancies or items requiring attention

Quarterly

• Prepare and submit applicable quarterly tax and regulatory filings including Form 940, Form 941, MESC filing, FTE reporting, MD withholding and MD unemployment

Annually

• Prepare and distribute employee W-2 forms and vendor/subcontractor 1099 forms
• Prepare and submit annual MI sales and withholding return
• Upload W-2 and 1099 information to the State of MI
• Prepare and submit annual MD payroll tax forms
• Gather and upload all required year-end documentation and reporting requirements to the accountant
• Assist with year-end financial and administrative closeout activities

Required Experience and Qualifications:

• Experience with QuickBooks Desktop and QuickBooks Payroll
• Strong proficiency with Microsoft Excel
• Excellent written and verbal communication skills
• Professional correspondence and business communication experience
• Experience with HR administration and employee onboarding
• Strong math background, organizational skills and attention to detail
• Ability to handle confidential payroll, employee, and financial information
• Experience with construction-related accounting and administrative processes
• Experience preparing supporting AIA construction billing documentation

Preferred Qualifications:

• Prior experience in the construction or manufacturing industry
• Experience with job costing, inventory reconciliation, and construction project accounting
• Familiarity with Michigan and Maryland payroll and tax reporting requirements
• Michigan Notary Public certification preferred

Ideal Candidate:

The ideal candidate is a self-motivated, organized professional who takes ownership of their responsibilities and can effectively manage multiple deadlines. This role requires someone who is comfortable working across accounting, payroll, HR, administrative, and operational functions while maintaining a high degree of accuracy and professionalism.

The Office Manager will work closely with the President and play an important role in maintaining accurate financial records, supporting employees, managing administrative processes, and ensuring the company's accounting and reporting obligations are completed accurately and on time.

If you are an organized and dependable professional with strong accounting and administrative experience and enjoy being an integral part of a growing company, we would like to hear from you.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Compensation Package:

• Bonus opportunities

Education:

• Associate (Required)

Experience:

• QuickBooks: 3 years (Preferred)

Ability to Commute:

• Zeeland, MI 49464 (Required)

Ability to Relocate:

• Zeeland, MI 49464: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000