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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