Office Administrator

Position Summary

Quinnovations LLC, a growing structural steel and miscellaneous metals fabrication and installation company, is seeking an experienced Bookkeeper / Office Administrator to manage the day-to-day financial and administrative functions of the business.

This position will be responsible for maintaining accurate financial records in QuickBooks Online, managing accounts receivable and accounts payable, coordinating payroll and employee benefits, assisting with insurance administration, and keeping the company's financial and administrative processes organized.

The ideal candidate is highly organized, comfortable working independently, experienced with QuickBooks Online, and capable of taking ownership of the company's day-to-day back-office functions.

This position will work directly with the owners and coordinate with our outside accountant, payroll provider, insurance providers, benefits providers, and other professional partners.

Key ResponsibilitiesAccounting & QuickBooks

• Maintain accurate and current records in QuickBooks Online
• Categorize and record business transactions
• Maintain customer, vendor, and project records
• Reconcile bank accounts and credit cards
• Maintain accurate job costing and project financial information
• Review accounts for accuracy and identify discrepancies
• Prepare monthly financial reports for ownership, including P&L, balance sheet, A/R and A/P
• Coordinate with the company's outside accountant and provide requested financial information
• Maintain organized electronic financial records and documentation

Accounts Receivable & Customer Billing

• Prepare and send customer invoices
• Manage progress billing and retainage
• Track outstanding accounts receivable
• Follow up with customers regarding overdue invoices
• Track customer payments and apply payments accurately
• Maintain customer billing documentation, purchase orders and related records

Accounts Payable

• Receive, review and enter vendor bills
• Track payment due dates and vendor terms
• Prepare bills for payment
• Provide ownership with organized payment approvals
• Process approved vendor payments
• Maintain vendor records, W-9s and supporting documentation
• Reconcile vendor statements and resolve discrepancies

Payroll & Employee Administration

• Coordinate and process payroll with the company's payroll provider
• Maintain employee payroll records
• Assist with employee onboarding and offboarding
• Maintain PTO, holiday and employee records
• Coordinate employee payroll deductions and benefit changes
• Assist with prevailing-wage payroll documentation when required

401(k) & Employee Benefits

• Serve as the company's primary administrative contact for the 401(k) provider
• Coordinate employee enrollment and contribution changes
• Verify payroll deductions and employer contributions
• Maintain required employee documentation
• Coordinate employee health-insurance enrollment, changes and termination
• Serve as the primary contact between employees, ownership and benefits providers
• Assist with annual benefit renewals and enrollment

Insurance & Compliance Administration

• Coordinate with the company's insurance broker regarding general liability, workers' compensation, commercial auto and other business policies
• Request and issue Certificates of Insurance as needed
• Maintain insurance records and renewal information
• Assist with workers' compensation and insurance audits
• Maintain subcontractor and vendor insurance documentation when applicable
• Assist ownership with administrative compliance documentation

Financial & Administrative Support

• Maintain organized company financial and administrative records
• Monitor cash balances, receivables and upcoming payables and provide regular updates to ownership
• Assist with budgeting and financial reporting
• Assist ownership with gathering financial information for major purchases, financing and business decisions
• Identify opportunities to improve accounting and administrative processes
• Work with ownership to develop efficient, documented procedures for recurring office functions

Qualifications

• 3 years of bookkeeping, accounting or office-management experience preferred
• Strong experience with QuickBooks Online
• Experience with accounts payable and accounts receivable
• Experience administering payroll
• Comfortable working with employee benefits, insurance providers and outside accountants
• Strong understanding of basic accounting principles
• Strong organizational and recordkeeping skills
• High attention to detail
• Ability to work independently and manage recurring responsibilities without constant supervision
• Strong written and verbal communication skills
• Comfortable working directly with company ownership
• Proficiency with Microsoft Excel, Outlook and general office software

Experience with construction, manufacturing, welding, fabrication or another project-based business is strongly preferred.

Experience with job costing, progress billing, retainage and prevailing-wage projects is a significant plus.

What Success Looks Like

The person in this position will take ownership of the company's routine financial and administrative operations so ownership does not need to manage the day-to-day details.

QuickBooks should remain current and accurate, invoices should go out promptly, receivables should be actively followed up on, bills should be organized and paid on time after approval, accounts should be reconciled, employee benefits should be properly administered, and ownership should have clear visibility into the company's financial position.

This position does not replace the company's outside accountant or financial advisors. Instead, this person will serve as the internal point person responsible for keeping the company's financial and administrative systems organized and coordinating with outside professionals.

Pay: $30.00 - $40.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• 401(k)

Work Location: Hybrid remote in Glastonbury, CT 06033

Salary : $30 - $40