Position Overview:
We are seeking a highly organized, detail-oriented Office Manager to oversee the day-to-day administrative and financial operations of our established landscape company. This position plays a critical role in supporting the Owner, managing office operations, coordinating communication between customers, vendors, and employees, and ensuring the accuracy of accounting, payroll, and reporting functions.
The ideal candidate will be dependable, self-motivated, proficient in QuickBooks and Microsoft Office, and capable of managing multiple priorities at once.
Key Responsibilities:
Office Administration & Customer Service
- Serve as the primary point of contact for customers, vendors, employees, and Owner.
- Answer and manage incoming phone calls and emails throughout the day.
- Prioritize communications and provide timely responses to customer inquiries.
- Organize and distribute important correspondence and information to the Owner.
- Maintain filing systems and office records.
- Order office supplies and oversee general office operations.
Accounts Payable
- Accurately enter vendor invoices and payable transactions.
- Verify correct job names, purchase orders, and coding information.
- Organize, file, and maintain all accounts payable documentation.
- Reconcile vendor statements and resolve discrepancies.
- Ensure timely payment of all vendor obligations.
Accounts Receivable
- Create and distribute customer invoices and statements.
- Monitor outstanding balances and follow up on overdue accounts.
- Record payments, credits, and adjustments accurately.
- Maintain organized records of paid and unpaid invoices.
Payroll Administration
- Process bi-weekly payroll for field employees and semi-monthly payroll for office staff.
- Review and calculate employee hours for approximately 35 employees.
- Track labor hours by job and ensure accurate job costing.
- Enter payroll information using QuickBooks and Excel spreadsheets.
- Calculate employee advances, reimbursements, and payroll adjustments.
- Maintain payroll records and ensure compliance with company policies.
Payroll Tax Compliance
- Process payroll tax liabilities through QuickBooks.
- File and remit payroll taxes on time.
- Process other quarterly and annual payroll tax filings as required.
- Prepare and distribute annual W-2 and 1099 forms.
Job Costing & Financial Reporting
- Allocate labor hours to corresponding jobs.
- Maintain and update job costing spreadsheets after each payroll cycle.
- Generate financial and operational reports for the Owner as requested.
- Assist with tracking project costs and profitability.
Administrative Support
- Assist the Owner with preparing bids/estimates, revisions, and correspondence.
- Create reports and spreadsheets using QuickBooks, Microsoft Word, and Excel.
- Maintain accurate company records and documentation.
Human Resources Support
- Assist with employee onboarding and personnel documentation.
- Provide basic HR support regarding payroll deductions, workers' compensation, unemployment claims, and employee questions.
- Help maintain compliance with employment-related requirements.
General Office Management
- Perform general office duties including filing and organization.
- Assist with minor technical troubleshooting and office equipment issues.
- Help maintain a clean, professional, and efficient office environment.
- Handle miscellaneous administrative tasks as needed to support company operations.
Qualifications
Required:
- Minimum 3 years of office management, bookkeeping/accounting, or administrative experience.
- Proficiency with QuickBooks.
- Excellent Customer Service and problem solving skills.
- Strong Microsoft Excel and Word skills.
- Excellent organizational and time-management abilities.
- Strong attention to detail and accuracy.
- Ability to handle confidential information professionally.
- Basic math skills including addition, subtraction, multiplication, and division.
- Excellent written and verbal communication skills.
Preferred:
- Experience in the landscape, construction, or service industry.
- Payroll processing experience.
- Accounts payable and accounts receivable experience.
- Familiarity with job costing and project tracking.
Compensation & Benefits:
- Competitive salary, based on experience.
- Full-time, flexible weekday schedule (Monday through Friday) with hours varying between your choice of: 7:00am-4:00pm, 8:00am-5:00pm, or 9:00am-6:00pm.
- Opportunities for growth and advancement.
How to Apply:
Please submit your resume along with a brief summary of your experience with office management, bookkeeping, payroll, and QuickBooks.
We are looking for a dependable professional who takes pride in accuracy, organization, and helping our company succeed.
Pay: $25.00 - $32.00 per hour
Benefits:
Application Question(s):
- How familiar are you with using QuickBooks software?
Education:
- High school or equivalent (Required)
Experience:
- Office management: 3 years (Preferred)
- Bookkeeping: 3 years (Required)
- Administrative: 3 years (Required)
Work Location: In person
