Position Purpose
To support JMC Roofing Company by the daily oversight, coordination and administration of general business activities including supervision of general office staff and daily administrative functions. You are responsible for the functions of Accounts Receivable, Accounts Payable, General Ledger, Account Reconciliation, all related accounting activities, and any other general office functions. You will also implement various HR-related functions. The Office Manager can assume and/or delegate any of these functions to subordinates as supported by the Owner. In addition, you maintain our office operations and procedures, and ensure employees are following them accordingly. You manage the QuickBooks system within the organization ensuring that our customer database and financial system of records is accurate and up-to-date.
Responsibilities/Duties/Functions/Tasks of the Office Manager:
General Duties
Establish and ensure the maintenance of and the accuracy of the financial records, control procedures, and reporting systems for J M C Construction, LLC.
Maintain in good order, all job records and files, and ensures the safe keeping and confidentiality of all company records.
Ensure that all Company transactions are conducted in an ethical and prudent manner.
General Ledger
Daily/weekly/monthly posting to the General Ledger
Journal Entries – double entry bookkeeping. Based on current problems, all changes to prior year histories will need to be done through current year journal entries versus changing prior year invoices, bills, checks, journal entries, etc.
Cash Management
Ensure that daily deposits are made and posted.
Ensure Cash Management report is generated weekly.
Ensure that all relevant financial information is routinely monitored for accuracy, including bank balances, receipts, disbursements, accounts receivable, accounts payable, and month-to-date billings.
Accounts Receivable/Collection
Ensure accurate preparation of Customer Invoices and Statements.
Ensure application of cash receipts is accurate.
Ensure billing adjustments, credit memos, voided invoices are timely and accurate.
Collection activities, in accordance with established procedures, including contacting customers on past due invoices and keeping the collection records current when the Owner assigns these activities.
Accounts Payable
Ensure verification of all vendor invoices with purchase orders as to price, quantity, etc.
Ensure matching of delivery receipts to invoices and purchase orders.
Ensure that all receipts are posted and deposited daily.
Schedule payment of invoices to take advantage of discounts allowed, when feasible and cash flow allows.
Ensure bills are posted on a timely basis and that the Accounts Payable records are maintained up to date and accurate including all adjustments.
Ensure checks are prepared and mailed on time to take advantage of cash discounts available from vendors, when cash flow allows.
Ensure expenses are being applied to the proper accounts.
Track Manufacturer’s Rebates for materials and filing for payment of these Rebates.
Ensure all Automatic payments are properly deducted from the Company’s bank account in a timely manner. Set up Memorized entries where applicable. Ensure interest is corrected each month on loan payments.
Maintenance of aged Accounts Payable.
Write Accounts Payable Checks based on the Cash Management Report funds availability.
File and pay Sales Tax Reports for the state of New Mexico before/by the due date.
File and pay Workers’ Compensation.
File and pay all other required Local, State and Federal Taxes with the exception of the annual Income Taxes filed by the company’s CPA.
Payroll
Ensure daily time is collected from the employees in a timely manner and reviewed accordingly. Hours are recorded in the payroll system to the proper department’s accounts and jobs for the preparation of payroll checks accurately and on time, and the application of hours worked to the appropriate department and jobs.
Distribute paychecks and required signature by employee when paycheck is received.
Oversee preparation of the payroll and maintenance of all payroll records either for in-house payroll generation or to be sent to a payroll service, as directed by the Owner.
Ensure all payroll taxes are reported and paid on or before due date, and all reports and records are accurate.
Position Purpose
To support JMC Roofing Company by the daily oversight, coordination and administration of general business activities including supervision of general office staff and daily administrative functions. You are responsible for the functions of Accounts Receivable, Accounts Payable, General Ledger, Account Reconciliation, all related accounting activities, and any other general office functions. You will also implement various HR-related functions. The Office Manager can assume and/or delegate any of these functions to subordinates as supported by the Owner. In addition, you maintain our office operations and procedures, and ensure employees are following them accordingly. You manage the QuickBooks system within the organization ensuring that our customer database and financial system of records is accurate and up-to-date.
In the performance of their respective tasks and duties all JMC employees are expected:
Perform quality work within deadlines with or without direct supervision.
Interact professionally with other employees, customers and suppliers.
Work effectively as a team contributor on all assignments.
Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
Responsibilities/Duties/Functions/Tasks of the Office Manager:
General Duties
Establish and ensure the maintenance of and the accuracy of the financial records, control procedures, and reporting systems for J M C Construction, LLC.
Maintain in good order, all job records and files, and ensures the safe keeping and confidentiality of all company records.
Ensure that all Company transactions are conducted in an ethical and prudent manner.
General Ledger
Daily/weekly/monthly posting to the General Ledger
Journal Entries – double entry bookkeeping. Based on current problems, all changes to prior year histories will need to be done through current year journal entries versus changing prior year invoices, bills, checks, journal entries, etc.
Cash Management
Ensure that daily deposits are made and posted.
Ensure Cash Management report is generated weekly.
Ensure that all relevant financial information is routinely monitored for accuracy, including bank balances, receipts, disbursements, accounts receivable, accounts payable, and month-to-date billings.
Accounts Receivable/Collection
Ensure accurate preparation of Customer Invoices and Statements.
Ensure application of cash receipts is accurate.
Ensure billing adjustments, credit memos, voided invoices are timely and accurate.
Collection activities, in accordance with established procedures, including contacting customers on past due invoices and keeping the collection records current when the Owner assigns these activities.
Accounts Payable
Ensure verification of all vendor invoices with purchase orders as to price, quantity, etc.
Ensure matching of delivery receipts to invoices and purchase orders.
Ensure that all receipts are posted and deposited daily.
Schedule payment of invoices to take advantage of discounts allowed, when feasible and cash flow allows.
Ensure bills are posted on a timely basis and that the Accounts Payable records are maintained up to date and accurate including all adjustments.
Ensure checks are prepared and mailed on time to take advantage of cash discounts available from vendors, when cash flow allows.
Ensure expenses are being applied to the proper accounts.
Track Manufacturer’s Rebates for materials and filing for payment of these Rebates.
Ensure all Automatic payments are properly deducted from the Company’s bank account in a timely manner. Set up Memorized entries where applicable. Ensure interest is corrected each month on loan payments.
Maintenance of aged Accounts Payable.
Write Accounts Payable Checks based on the Cash Management Report funds availability.
File and pay Sales Tax Reports for the state of New Mexico before/by the due date.
File and pay Workers’ Compensation.
File and pay all other required Local, State and Federal Taxes with the exception of the annual Income Taxes filed by the company’s CPA.
Payroll
Ensure daily time is collected from the employees in a timely manner and reviewed accordingly. Hours are recorded in the payroll system to the proper department’s accounts and jobs for the preparation of payroll checks accurately and on time, and the application of hours worked to the appropriate department and jobs.
Distribute paychecks and required signature by employee when paycheck is received.
Oversee preparation of the payroll and maintenance of all payroll records either for in-house payroll generation or to be sent to a payroll service, as directed by the Owner.
Ensure all payroll taxes are reported and paid on or before due date, and all reports and records are accurate.
Ensure preparation of the required payroll tax and benefit reports including payments if in-house payroll generation, or ensure the payroll service has paid taxes timely.
Include employee reimbursements in payroll generation when necessary.
Ensure completion of all necessary paperwork for new hires including but not limited to W-4 form, I-9 form, benefit enrollment form, Job Description, Evaluations, etc. (English or Spanish as appropriate)
Generate Vendor 1099 pay checks based on the work completed, commission earned, at the direction of the Owner of the company. Ensure proper documentation has been received to justify these payments.
Maintain accurate records of employee paid time off, vacations (earned and used), hire dates, evaluation dates, etc.
Ensure all W-2’s and 1099 forms are generated accurately, and mailed before January 31 each year.
Ensure timely, accurate production of competent daily, weekly, monthly and annual financial reports, and other scheduled management reports.
Ensure regular aging reports and other management reports are prepared for all accounts payable and accounts receivable.
Month-End Reporting due the 5th of the following month
Quarter-End Reporting due the 5th of the following month
Annual financial statements due the 10th of January.
Review financial reports with CPA at least quarterly.
Ensure all bank accounts are reconciled in a timely manner. During cash flow crisis, reconcile checking accounts with on-line banking balances daily.
Ensure company credit rating is maintained.
Meets regularly with any assigned personnel to ensure proper information flow and adherence to stated goals and objectives.
Demonstrate good judgment in investigating problems and making decisions.
Trouble-shoot any problems surrounding the smooth operation of QuickBooks, T-Sheets, and Builder Trend by communicating promptly with Software Support Personnel. Advise Owner.
Works with the Owner to create, maintain, and improve company relationships with banking officials and manage necessary financing, lines of credit and/or investment of funds.
Track and maintain random drug testing list, if applicable.
Ensure computer file backups are made daily and the backup files are maintained in an off-site storage, changed out at least weekly. It is recommended that a daily back up of the Accounting system is made on a “thumb-drive” and carried home with the Office Manager and/or the Owner nightly.
Ensure the efficient and smooth coordination of activities among company staff while maintaining cooperative working relationships with other staff members.
Manage the purchasing function for office supplies and equipment and service contracts for J M C Construction, LLC, as necessary to ensure that all items are available to meet office operating requirements.
Maintain an appearance appropriate for the position and situation. Conducts him/herself in a professional manner, constantly assisting personnel in the development of proper work habits.
Ensure that all sections within the accounting, administration, and human resources departments maintain confidentiality and security of Company, Customer, vendor, and personnel records.
Assist the Owner in establishing and implementing written Policy and Operating Procedures for the Company that reflects the current methods of conducting business.
Ensure that personnel files are maintained in a neat, orderly, and confidential manner.
Maintain all employee benefit insurance policy files and ensures that forms and documentation are handled in a timely manner, applicable.
Ensure that mail is distributed to the proper parties daily and that outgoing mail is sent daily.
Ensure that phones are answered timely and courteously. Answer phones as necessary.
Ensure that purchase orders are issued to vendors and/or suppliers as appropriate, for office equipment/supplies.
Ensure all worker’s compensation claims are filed accurately and timely.
Fill in for employees who are absent as required.
Skills
Critical thinking - takes initiative - self-motivated.
Exceptional attention to detail with quantitative, analytical, and problem-solving skills.
Superior organizational and time management skills with the ability to prioritize large workloads.
Strong written and oral communication skills.
Demonstrated ability handling confidential information and working with a high-level of integrity and ethics.
Ability to lead, manage and mentor office team and provide timely, meaningful feedback.
Position Requirements
Required: Associates degree in business, accounting, or related field and five to ten years related experience.
Preferred: Associates degree in business, accounting, or related field and ten to fifteen years related experience in a similar business.
Advanced knowledge of QuickBooks and Microsoft Office applications, especially Excel and can learn new software easily.
Ability to be bonded by the Company’s General Liability Insurer.
Must possess a valid New Mexico driver’s license and can drive to job sites.
Must adhere to safety protocol, and work in a drug-free environment.
Physical Requirements
The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
BODY POSITIONS: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time. He/she may also be required to stand and/or walk for long periods of time while completing other duties and responsibilities. He/she will also be required to talk and/or listen for prolonged periods of time, both on the telephone and/or face to face.
BODY MOVEMENTS: The employee must have a full range of body movements including the use of his/her hands to finger, handle, and feel objects such as computer equipment and reports. The ability to bend the body, to reach for objects, and to stoop, kneel, or crouch, crawl, climb or balance when needed are also required.
BODY SENSES: The employee must have command of all five senses: sight, hearing, touch, smell, and taste. Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus. These vision requirements in each area must be sufficient for example to shift in focus from computer screens to close proximity document and forms.
STRENGTH: The employee must have the ability to lift up to 25 pounds on occasion.
OTHER PHYSICAL REQUIREMENTS: Evening and/or early morning and/or weekend work may be required on an intermittent basis, to complete reports on a timely basis or for special projects and/or meetings and because of special hours of operation.
