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Office Manager & Bookkeeper

Company: Custom Kitchens by John Wilkins Inc.
Location: Oakland
Posted on: June 19, 2022

Job Description:

Custom Kitchens by John Wilkins, Inc. is seeking to hire a full-time Office Manager / Bookkeeper to perform accounting, administrative and marketing related tasks to support our office and project teams. This role is open to being either a full time or part time non-exempt position, expected to work between 25-35 hours per week.The position will be responsible for day-to-day operations of the office, including bookkeeping, payroll, and human resources functions, as well additional administrative support for the sales and marketing teams. -The position is tasked with ensuring accurate record keeping and compliance with all administrative programs, company policies, and financials. The Office Manager will report directly to the President and Vice President. -Required Qualifications -

  • 5+ years of experience performing bookkeeping and accounting functions, preferably in a small business environment.
  • 1+ years of experience processing payroll
  • A high school diploma, or GED equivalent. A bachelor's degree is preferred. -Duties & ResponsibilitiesOffice Manager Duties
    • Oversees and performs general clerical and office administrative support tasks, including but not limited to, management of all office supplies and equipment inventory, customer reception and front desk management, general office correspondence needs, phone and IT system management, filing and record keeping in paper and digital formats, mail routing, and general administrative support to the President, Officers, Sales, Design Staff and Project Managers
    • Develops, implements, maintains, and updates office policies and procedures, devises new forms or systems to improve efficiency of workflow, and coordinates communication between personnel, and ensures information is distributed.
    • Maintains various databases and lists, including all vendors, subcontractors, jobs, customers - past and current, new customer leads, and design agreements with applicable contact information and notes.Bookkeeping & Accounting Duties
      • Oversee and manage the accounting functions for the company, including but not limited, to accounts payable/receivable, payroll, general ledger accounting, bank reconciliation, bookkeeping and maintenance of financial data and statements.
      • Oversee and process vendor invoices through the approval process, including overseeing the maintenance of open files for purchase orders, packing slips and invoices; reviewing invoices, scheduling payments, researching and possible cost reductions and discounts, and printing approved vendor payment checks for signature
      • Supervises coding invoices with job names, job/material classifications, determines dates for invoices to be paid, enters invoices into computerized accounts payable system, posts invoices to jobs and maintenance of open file for unpaid invoices.
      • Oversee and manage the biweekly payroll process, including timecards, job and item coding, benefit contributions and calculation and payment of contributions to Trade Organizations.
      • Manage and perform all accounts receivable functions including billing, processing of invoices and record keeping; generate and code customer billings with applicable information for customer projects; generate and transmit billing invoices to customers; and maintains invoice records, job costing reports, and open and aging financial reports.
      • Performs general banking duties, including receipt of checks and preparation of deposits, remittance information data input to customer accounts, and review of aged receivables for unpaid balances.
      • Assists the company CPA/Accountant and President in maintaining financial records and preparing monthly and annual reports and budgets.
      • Monitors and maintains requirements related to various insurance and benefits programs, including general liability, auto, workers' compensation, health insurance, and deferred compensation plans.
      • Monitors company overhead costs and identifies solutions to reduce costs or wasteful spending.Marketing, Project Management and Sales Support Duties
        • Assists sales staff and project managers with various administrative needs, including but not limited to, change order processing, securing of city licenses and/or building permits, and contract preparations and project/job file setup.
        • Provides customer service support, receptionist support, and lead tracking and follow up
        • Assist in planning, transportation, and hotel accommodation logistics for trade show events, open houses and other events
        • Assists in developing company brochures, seasonal mailings, and marketing materialsIn addition to the duties outlined above, the Office Manager:
          • Participates in weekly staff meeting and company functions.
          • Assists in the development of the corporate business plan by participating in team leader meetings.
          • Strives to upgrade company benefits and employee's quality of life standards.
          • Performs other duties as required.Required Knowledge, Skills, and Abilities:
            • Strong knowledge of general office standards and practices.
            • Strong knowledge and understanding of general accounting procedures.
            • Highly proficient with general office equipment: computer, fax, copier, etc.
            • Strong knowledge and proficiency with Microsoft Office Suite, or equivalent software.
            • Ability to maintain positive customer, employee, and public relations.
            • Keen ability to maintain a professional demeanor at all times and demonstrated high level of integrity and confidentiality.
            • Desire and ability to continually enhance personal and professional development.
            • Strong understanding and commitment to ethical business practices.
            • Strong communication and interpersonal skills, and keen ability to communicate with a variety of clients, peers, contractors of various professional and ethnic backgrounds.
            • Highly proficient organizational skills, with a keen eye for details.
            • Ability to approach problems from a solution oriented mindset.
            • Highly positive attitude and friendly demeanor in all interactions and communications.
            • Keen ability to identify team needs and to identify and resolve breakdowns in communications between team members.Regular Work Hours:M-F 8:30am - 4pm (flexible scheduling also available)Pay rate$70k - $80k annuallyBenefits:
              • 401(k) with employer match
              • Flexible schedule
              • Health insurance
              • Paid time off
              • Paid training
              • Professional development assistanceCompany DescriptionFounded in 1950 by John Wilkins, Custom Kitchens provides a one-stop shop approach for home construction & remodeling needs. Generations of homeowners have enjoyed our showroom's friendly atmosphere, worked with our award-winning design team and realized the benefits of our design/build process.Our high standards set us apart as a leader in home remodeling. We believe in job site cleanliness, green building practices, consistently completing work on time and supervising all projects closely. We take our reputation for excellence seriously, and we are gratified to see so many former clients come back and pursue more projects with us. In fact, our clients are our best spokespeople and many of them have even become family friends. Come, be a part of our easy-going work environment and customer friendly atmosphere.

Keywords: Custom Kitchens by John Wilkins Inc., Oakland , Office Manager & Bookkeeper, Executive , Oakland, California

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