General: Primarily responsible for the management and efficient functioning of accounting systems company-wide. Primary aspects of the position include upper-level accounting functions for all locations and review of information prepared and submitted by the Staff at each location. This position provides will review any accounting errors generated at all locations – either by the user or the accounting software - and development of procedures and methodologies to eliminate future errors.
I. Customer Service/Receptionist – Cover as needed.
A. Arrive by 8:00
B. Greet customers and answer questions.
1. Research answers customer questions regarding job status, work performed, vessel repair history, etc.
2. If unable to answer question, direct customer to appropriate manager.
C. Answer phones
1. Primary phone responsibilities include answering questions regarding scheduling and rates for haul outs, lay days, pressure wash and various types of work.
2. Present a positive and professional first impression of the company to all potential clients who telephone.
D. Schedule haul outs, boat launches, and equipment use.
1. Schedule outs, 1-ways and vessel launches.
2. Record the following information on the schedule in Outlook: customer name, telephone number, boat type & length, vessel name, type of work to be performed and approximate length of stay.
3. Ensure that all information regarding haul-out requirements and yard procedures (i.e. removal of furler headsails, subcontractor insurance requirements, BMPs, Hold Harmless Agreement) is conveyed to the customer at the time of scheduling.
E. Management Support
1. Communicate all relevant information received from customer, agent, etc. to manager in charge of job – ensure accurately and timely flow of information in order to facilitate operations
2. Assist management with follow-up and organization as requested
F. Email / Mail
1. Check mailbox daily and distribute incoming mail to appropriate parties – do not open correspondence for other parties unless necessary
2. Check email daily – reply to basic inquiries, forward those requiring additional assistance to appropriate manager
3. Generate and send emails to customers as requested by management
4. Receive and distribute incoming emails
G. Prepare estimates as needed, send deposit request as needed.
H. Prepare DocuSign doc’s and send to customers for their review and signature
II. Invoicing and Accounts Receivable
A. Prepare Unbilled charges invoice for Management Review
1. Generate Unbilled Invoice with, labor, materials and sublet reports for job billing and verify labor rates, environmental fees and sales taxes are posted.
2. Review posted charges for accuracy and research errors as necessary
3. Work with yard store to ensure accuracy and completeness of billing information related to parts, P.O.s and related purchasing paperwork
B. Generate invoices based on revisions submitted by management (progress billings & completed billings)
C. Revision of posted invoices, generation and application of credit memos, invoice adjustments
D. Prepare and process bank deposit.
1. Enter and Post cash receipts to Dockmaster.
E. Reconciliation of customer accounts – invoices and account balances as necessary
F. Generate and send Monthly A/R Statements to all customers with outstanding balances when requested.
G. Review A/R Aging Report with Management, facilitate collections including follow up correspondence and collections calls
III. Accounts Payable
A. Receive A/P Paperwork from Yard Store Staff.
1. Confirm accuracy of paperwork & ensure that all consumable items and purchases for Internal Work Orders have been taxed.
2. Code invoices to the appropriate A/P account
3. Enter and post into Dockmaster
B. Run A/P Aging Report and work with Controller to determine necessary Vendor Payments.
1. Pay Vendors as necessary via Check Run or Manual Checks
2. Schedule Vendor payments to maximize value of discount structure
C. Update and maintain check register daily – to include information for checks written, deposits posted, payroll totals and misc. bank charges.
D. Reconcile vendor statements monthly – research and correct any discrepancies
IV. Payroll
A. Process Timecards Daily
1. Review time posted into PayNorthwest and print daily time report.
2. Review time and enter Dockmaster.
3. Update Payroll Excel worksheet.
4. Update Seaview Time-Off calendar.
5. Generate Daily Hours Report and email to appropriate staff
V. Monthly Processes
A. Perform month-end procedures on the last day of each month
1. Work with office staff and management to ensure all progress and final billings are completed
2. Close and expense all non-billable work orders – confirm cost and price are in balance
3. Create new non-billable work orders and intercompany work orders on the first day following month end.
Pay: $22.00 - $26.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
