Position Summary
The Office Manager / Bookkeeper is responsible for the day-to-day execution of the accounting, financial reporting, and office administration functions for Steeple Town Enterprises and its related entities. This is a full-time, on-site position of 40 hours per week, reporting directly to the Owner.
Responsibilities
Accounting & Bookkeeping
Accounts Payable
Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.
Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.
Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.
Accounts Receivable & Collections
Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.
Record cash receipts according to established procedures and prepare bank deposits as needed.
Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.
Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.
Escalate past-due accounts and billing disputes to the Owner promptly.
General Ledger & Reconciliations
Record and reconcile daily financial transactions
Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.
Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.
Identify and resolve discrepancies, and escalate concerns to the Owner as needed.
Payroll Support
Assist with payroll processing, including collecting and verifying employee time records.
Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.
Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.
Cash Flow, Budgeting & Forecasting
Prepare and maintain the weekly cash flow report.
Support budget preparation and forecasting activities with the Owner and external partners.
Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs.
Job Cost & Overhead Reporting
Ensure project expenses, receipts, and invoices are coded accurately to jobs.
Prepare labor burden and overhead absorption reporting as directed.
Support the Owner and Project Manager with job cost information as requested.
Office Management & Administration
Front Office & Customer Communication
Answer the telephone and greet visitors professionally, providing information and relaying messages.
Route matters requiring action to the appropriate person and follow up to ensure completion.
Return all calls and messages within one business day, and within two hours whenever possible.
Customer & Lead Records
Log incoming leads in Pipedrive or the company-designated system and assign job numbers.
Maintain accurate customer, lead, and vendor information in company systems.
Maintain organized customer and company files, both electronic and paper, that are readily accessible.
Office Operations
Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally.
Order and maintain office supplies and manage office equipment, vendor, and service accounts.
Maintain company records and filing systems, including document retention.
Maintain a clean, organized, and professional office environment.
Qualifications
Associate's degree in accounting, business, or a related field, or equivalent experience; high school diploma or GED required.
Minimum 1 year of Accounts Payable / Accounts Receivable experience with a focus on financial reporting.
Minimum 1 year of experience in a customer- or client-facing role.
Minimum 1 year of experience in a self-directed role with accountability for results.
Proficiency in Sage 50 (Peachtree) and Microsoft Excel; working knowledge of Microsoft Word and Office.
Strong understanding of accounting principles and managerial and financial reporting.
Experience with multi-entity accounting, construction job costing, or managerial accounting is preferred.
High attention to detail, strong organizational skills, and the ability to manage multiple priorities.