Office Manager/Project Administrator
Savannah Trims, Inc. - West Palm Beach, FL

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1. Construction Industry experience 2 years minimum - this includes - but not limited to:
*project management - tracking billings/costs, organization into folders, communication, form processing, accurate record keeping
*working knowledge of how to acquire insurance certificates for jobs as they are booked, and how to read/understand them
*how to acquire and fill out NOC & NTO, Claims of Lien, Notice of non-Payment, etc. forms for jobs and the time frame when these forms are due to be filed
*how to fill out applications for payment (A1A Standard forms G702 and G703) and match invoicing in Quickbooks including retainage
*how to read and understand contracts
*has a working knowledge of construction licensing, how to acquire and update competency certificates, updating various certifications, etc.
*experience with programs such as Textura to process and manage construction jobs

2. Business/Office management experience 2 years minimum:
*ability to simultaneously manage 3 companies
*working knowledge of how to process the various counties Business Tax Receipts, Workers Comp Exception, and Resale Certificates
*has excellent bookkeeping and math skills
*accounting analysis: able to aid management in accounting decisions - give clear suggestions on bill payment schedules, incoming bills and loan payments, etc.
*manage petty cash - impeccable record keeping in terms of receipts and reimbursement
*working knowledge of license codes, requirements, and regulations for running a business in the State of Florida and its various counties and/or how to acquire that information, and how to always keep this information updated and organized
*Insurance: managing certificates of insurance and making sure the 3 companies meet all requirements: renewing, research, and compliance; make sure we have all vendors and customers COIs on file; be able to gather the appropriate information for insurance audits
*customer service skills - this person will need to understand the nature of the business and know how to handle disgruntled customers and vendors diplomatically
*be extremely organized and detail oriented with all information that flows through office; self-motivated; "detective" in some cases - forward thinker and
problem solver that has the ability to search for a solution or multiple solutions to offer to management o able to update management manual on a consistent basis *experience in using a remote deposit machine
*Office Skills: proficient, if not an expert in: Microsoft Word, Excel, Powerpoint, email etiquette and managing a corporate email account, Adobe PDF, corporate letter writing, general internet skills (i.e. online bill pay, online research, online marketing tools, online banking, youtube, website navigation, etc.), general computer skills (i.e. CD/DVD-creating and copying, picture editing inc. working with digital cameras, working with SD cards, and USB drives, experience with creating backups and server management, creating and organizing folders on the server, etc.), using a multi-line phone system, using a heavy duty all-in-one copier/fax/scanner, ordering office supplies
*manage tenant and leases for the various tenants in our building

3. Payroll experience 2 years minimum:
*We do payroll in house with Quickbooks Assisted Payroll
*how to enter time sheet information
*how to print checks
*how to adjust tax information if needed
*employee management: enter and delete employees
*process 1099s (W-2s are handled by Quickbooks) o processing employees' enrollment/management of health benefits
*process workers compensation fees (online portal)

4. Quickbooks Construction Edition (or any edition within the past 3 years) - the construction edition is a bit different from all others. Also, we have 3 companies operating under one roof, all use the Construction Edition of Quickbooks, and all need to be managed by the Office Manager.
*create invoices o enter bills o create estimates
*print (or manipulate) and analyze various reports for AP, AR, Company management, Check registers, Job profitability, etc. - be able to convey this information to management on a weekly basis
*pay bills with several different bank accounts
*process credit card and check payments
*create purchase orders
*bank account reconciliation
*Vendor and Customer/Job management (enter information efficiently, logically, and thoroughly)
*process sales tax for 2 out of the 3 companies o manage incoming rent payments and mortgage fees o make portable copies for the accountant quarterly
*keep QB clean - garbage in/garbage out

About this company
Savannah Trims, Inc. established in 1984, in Palm Beach County Florida specializes in Architectural Building components of unique design and...