Office Coordinator / Bookkeeper Needed
As an Office Coordinator/Bookkeeper for a painting company, you will be responsible for overseeing various administrative tasks related to accounts receivable (A/R), accounts payable (A/P), financials, payroll, scheduling, timekeeping, profit and loss statements, scope of work documents, client invoicing, and AIA billing. Your role will be critical in ensuring smooth operations and maintaining accurate financial records.
1. Accounts Receivable (A/R):
– Manage customer invoicing and follow-up on outstanding payments.
– Monitor customer accounts and resolve any billing disputes or discrepancies.
– Maintain a systematic record of A/R transactions and update financial records accordingly.
2. Accounts Payable (A/P):
– Process vendor invoices and ensure timely payments.
– Reconcile vendor statements and resolve any payment discrepancies.
– Maintain accurate A/P records and assist with expense tracking.
3. Financial Management:
– Assist in preparing financial reports, including profit and loss statements, balance sheets,
and cash flow statements.
– Analyze financial data and provide insights to management for decision-making.
– Process weekly payroll for employees, ensuring accurate calculation of hours worked,
overtime, and any applicable deductions.
– Maintain employee payroll records and handle payroll-related inquiries.
5. Scheduling and Timekeeping:
– Update the company schedule on a daily basis, including project timelines, resource
allocation, and task assignments.
– Monitor employee attendance and manage the timekeeping system (e.g., timeclock) to
ensure accurate recording of hours worked.
6. Scope of Work Documents:
– Collaborate with project managers and estimators to create comprehensive scope of work
documents for each project.
– Ensure that scope of work documents are accurate, clearly defined, and reflect project
7. Client Invoicing:
– Generate and distribute accurate client invoices based on completed projects or work
8. AIA Billing:
– Familiarize yourself with the AIA (American Institute of Architects) billing process if applicable
to the painting company.
– Prepare and submit AIA billing documents accurately and within specified timelines.
Qualifications and Skills:
– Previous experience in a similar administrative role, preferably in the construction or painting
– Proficiency in accounting software and tools for A/R, A/P, and financial management.
– Strong attention to detail and ability to maintain accurate records.
– Excellent organizational and time management skills.
– Proficient in Microsoft Office Suite (Excel, Word, Outlook) or equivalent software.
– Knowledge of AIA billing (if applicable) and familiarity with construction industry terminology is
– Strong communication skills to interact with clients, vendors, and internal staff effectively.
– Ability to prioritize tasks and work independently to meet deadlines.
Please email resume to email@example.com if interested.
Experienced Office Manager/Bookkeeper Needed
Great opportunity to join a well-established and growing construction company!
Duties & Responsibilities
- Primary person for day-to-day office administration and bookkeeping functions
- QuickBooks and bookkeeping operations
- Manage accounts payables and receivables
- Strong ability to reconcile bank accounts, credit cards, and run reports
- Weekly payroll for 3 companies
- All around office and administrative responsibilities to ensure the office and company is running smoothly and efficiently
Desired Skills & Experience
- Minimum 1 – 3 years of experience in a similar office manager/bookkeeper position
- Strong working knowledge and advanced skills of QuickBooks
- Advanced working knowledge of MS Office (Word & Excel)
- Strong organizational skills, ability to multi-task, move between projects easily, and meet deadlines in a highly active and dynamic environment
- Notary a plus, otherwise will need to obtain notary license within first 3 months of employment
- Experience with WordPress a plus
This is a full-time position and an immediate hire. Email resume with cover letter to:
Evan Lewitas, Vice-President
Center Island Contracting
Administrative Assistant Needed
West Babylon based company Marcor Construction is seeking a full time Administrative Assistant to assist with phones, filing, data entry, and other administrative related duties.
Full Time- Mon-Fri, 8:00am-4:00pm
$20-22/hour based on experience with opportunities to grow within our growing company. Please email all resumes to firstname.lastname@example.org.
Property Manager Needed
Seeking a full-time employee for 5 days a week in the office role. Applicants must have prior property management experience. Please see below description.
Essential Job Responsibilities
· You develop and maintain strong relationships with tenants/residents, vendors, and contractors.
· You respond in a timely manner to tenants’ needs to meet lease obligations.
· Maintain properties by investigating and resolving resident complaints
· Provide excellent customer service and maintain first-class resident relations
· Hands-on management of a residential rental property, including communication with residents, leasing team, and building staff members
· Ensure all move-in procedures including make-ready and inspections are up to brand standards and expectations of resident experience
· **Demonstrated experience with real estate software such as AppFolio, Yardi, MRI, etc.** Willingness to be trained with Property Management software.
· Must ensure that the maintenance team is completing work orders and maintenance requests timely to help drive resident satisfaction.
· Acts as a liaison to ensure all commercial retail is abiding by all community guidelines related to repairs + maintenance
· On-call availability in the event of all building-related emergencies
· Answer office phones, screen calls, and take messages as appropriate
· Prioritize Google Calendar items on behalf of senior-level Professionals, informing them of meeting changes and keeping them on schedule throughout the day
· Implementing internal cloud storage filing systems, creating and making sure our procedures are always updated, ordering office supplies as needed etc.
· Execution of business development strategies, messaging, content curation, and deliverable design oversight. You will develop creative strategies and leads the team’s process and preparation of effective marketing materials for social media campaigns
· Responsible for regular maintenance of our Design Manual, a comprehensive guide to Napoleon’s preferred finishes, details, unit layouts, and other brand standards
· **Strong interpersonal and communication skills are a must**
· Ability to communicate in English clearly and pleasantly in person, in writing, and by telephone
· Real estate experience for 5 years or more. Bachelor’s Degree (BA/BS) from a four-year college or university
· Commercial real estate property management work experience
· Real estate-related legal knowledge
· Proficient in Excel, Powerpoint, Word etc.)
· Real estate professional qualification is a plus
· Natural communication skills – ability to communicate well in person and via email. Must be a proficient writer.
· Insane organization skills – you have lists, systems, and processes to keep everything running smoothly.
· A keen eye for prioritization and workflow – you persevere through challenges and maintain composure under high pressure.
· Ability to problem solve and think on your feet
· Ability to operate various property management and operating systems
· Personable, able to deal within the framework of a small organization, and work with others as a team player
· Ability and desire to quickly learn new job-related information
· Work in a manner that maintains the Company’s highest level of quality
· Maintains discretion in the handling of confidential information
· Must be respectful to all residents and show the highest level of detail for each task.