Assistant Office Manager 1066
Kennesaw, GA Kennesaw, GA Full-time Full-time $58,000 - $71,000 a year $58,000 - $71,000 a year 1 day ago 1 day ago 1 day ago Assistant Office Manager Under the direct supervision of the Operation Manager for DC Enclosures, Inc, this position provides assistance to the Operations Manager of a construction company.
In addition to bookkeeping and Payroll processing, the assistant will perform duties such as record keeping, coordination of meetings, coordinating direct mail, planning future marketing campaigns, payroll, employee benefits, human resources, purchasing and purchasing approvals, processing purchase orders, and tracking backorders and working on special projects.
Also, answers non-routine correspondence and assemble highly confidential and sensitive information.
Deals with a diverse group of important external callers and visitors and internal contacts at all levels of the organization.
Independent judgment is needed to plan, prioritize and organize a diversified workload.
The most qualified candidate for this role will have experience assisting within a customer service environment.
This position also requires an understanding of office productivity applications such as Microsoft Office suite and Windows operation systems, including being proficient in QuickBooks.
Anyone that might fit well at DC Enclosures must be reliable, flexible, people-oriented, friendly, patient, fast learning, quick thinking, illustrates initiative and responsibility.
This person will LOVE providing our customers, both internal and externally, with great and honest customer service.
A high-quality productivity level within a fast-paced environment is a necessity.
Responsibilities:
General list may not include all duties involved with being assistant to the Operations Manager that entails assisting in the daily operations as needed, including marketing, human resources, accounts receivable and payable, and customer relations, both internal and external Accounting Duties Monitor customer accounts for non-payment and delayed payment Analyze discrepancies and unpaid invoices Maintain vendor files Prepare payments by verifying documentation and requesting disbursements.
Purchasing entries (CC, POs, checks, etc.
) Invoicing Clients for Change Orders and following up for approval and collection of payment Assist with Payables (Subcontractors and Vendors) Assist with Account reconciliation (multiple Vendors & Clients) Assist Expense tracking across multiple Projects, Classes, and Cost Codes Vendor/ Subcontractor compliance (Insurances, W-9, Contracts, Licensing kept up to date, initial set up and trade agreements) Assist with Bank Account/Credit Card Reconciliations Maintain company credit cards/receipts Assist with maintaining pricing catalog for the marketing department Assist with the renewal of company contracts Analyze profit and loss on individual projects Review purchasing by other departments and analyze for cost savings Payroll/HR Duties Assist with Process Payroll, including time tracking Collect, confirm and process timesheets Track employee attendance Enter employees' schedules into Time Tracking App Verify and process employee expense reports and reimbursements Assist with related employee questions while keeping confidential Assist and direct employees to access their employee benefits Maintain Employee Handbook, Safety Manual and Operation Processes and Procedure Standard Manuals for updates and changes Maintain WC/GL Subcontractor insurance certificates Enter and set up New Subcontractor files Marketing Duties Maintain or assist web hosting/email, including social media Various marketing duties including advertising schedule and meeting with media companies and planning strategies in managers absence Assisting with customers in the showroom and over the phone, and via email Assist as needed with Marketing and Installation Departments in needed administrative needs Administrative Duties Preserve historical records by maintaining a working knowledge of information sources, verifying the accuracy of statistics, entering data, backing up the system.
Complete in a timely matter with accuracy Maintain quality service by following organization standards Draft correspondences and other formal documents Greet and assist onsite guest Input and maintain customer and vendor correspondence Maintain Customer files, including current and historical information Assist in completion of special projects Run errands for management Coordinate company lunches and events Coordinate company training, including preparation of handouts, booklets, and PowerPoint presentations Maintains customer confidence and protects operations by keeping financial information confidential.
Provides financial information to management by researching and analyzing accounting data; preparing reports.
Various administrative duties, including ordering and purchasing office supplies and equipment Maintain phone system and all employee cell phones Answer up to 6 phone lines and direct caller where needed Fill out and submit various reports as necessary Perform filing and general administrative tasks Provides administrative assistance to owner and field personnel Incoming / outgoing mail - FedEx / UPS shipment Maintain detailed filing system, including the creation of new files Maintain office equipment and supplies Requirements:
Excellent knowledge of general accounting principles.
At least 2 years of bookkeeping experience, preferably within a construction business-services environment.
Excellent ability to multi-task and prioritize work Excellent written and verbal communication skills Strong organizational and planning skills Proficiency in Microsoft Office with an emphasis in Word and Excel QuickBooks Familiar with TEAMS, Office 365 Job Type:
Full-time Required
Experience:
Accounting:
2
year Office Assistant:
2
year Experience in QuickBooks is a must Must be able to pass a background check Construction Setting experience is a preferred This Job Is Ideal for Someone Who Is:
Dependable -- more reliable than spontaneous Detail-oriented -- would rather focus on the details of work than the bigger picture Achievement-oriented -- enjoys taking on challenges, even if they might fail High-stress tolerance -- thrives in a high-pressure environment An eye for detail The ability to meet deadlines The ability to communicate complex data in a clear way Exceptional organization skills Required license or certification:
Driver's License Education:
o High school or equivalent (Required) Typical start time:
o 8 AM Typical end time:
o 5 PM This is not a remote position Benefits Include:
Paid Holidays, Paid Vacation , Health, Dental Vision and Life Benefits available.
Beautiful Private Office DC ENCLOSURES, INC is a DRUG-FREE WORKPLACE.
Estimated Salary: $20 to $28 per hour based on qualifications.
In addition to bookkeeping and Payroll processing, the assistant will perform duties such as record keeping, coordination of meetings, coordinating direct mail, planning future marketing campaigns, payroll, employee benefits, human resources, purchasing and purchasing approvals, processing purchase orders, and tracking backorders and working on special projects.
Also, answers non-routine correspondence and assemble highly confidential and sensitive information.
Deals with a diverse group of important external callers and visitors and internal contacts at all levels of the organization.
Independent judgment is needed to plan, prioritize and organize a diversified workload.
The most qualified candidate for this role will have experience assisting within a customer service environment.
This position also requires an understanding of office productivity applications such as Microsoft Office suite and Windows operation systems, including being proficient in QuickBooks.
Anyone that might fit well at DC Enclosures must be reliable, flexible, people-oriented, friendly, patient, fast learning, quick thinking, illustrates initiative and responsibility.
This person will LOVE providing our customers, both internal and externally, with great and honest customer service.
A high-quality productivity level within a fast-paced environment is a necessity.
Responsibilities:
General list may not include all duties involved with being assistant to the Operations Manager that entails assisting in the daily operations as needed, including marketing, human resources, accounts receivable and payable, and customer relations, both internal and external Accounting Duties Monitor customer accounts for non-payment and delayed payment Analyze discrepancies and unpaid invoices Maintain vendor files Prepare payments by verifying documentation and requesting disbursements.
Purchasing entries (CC, POs, checks, etc.
) Invoicing Clients for Change Orders and following up for approval and collection of payment Assist with Payables (Subcontractors and Vendors) Assist with Account reconciliation (multiple Vendors & Clients) Assist Expense tracking across multiple Projects, Classes, and Cost Codes Vendor/ Subcontractor compliance (Insurances, W-9, Contracts, Licensing kept up to date, initial set up and trade agreements) Assist with Bank Account/Credit Card Reconciliations Maintain company credit cards/receipts Assist with maintaining pricing catalog for the marketing department Assist with the renewal of company contracts Analyze profit and loss on individual projects Review purchasing by other departments and analyze for cost savings Payroll/HR Duties Assist with Process Payroll, including time tracking Collect, confirm and process timesheets Track employee attendance Enter employees' schedules into Time Tracking App Verify and process employee expense reports and reimbursements Assist with related employee questions while keeping confidential Assist and direct employees to access their employee benefits Maintain Employee Handbook, Safety Manual and Operation Processes and Procedure Standard Manuals for updates and changes Maintain WC/GL Subcontractor insurance certificates Enter and set up New Subcontractor files Marketing Duties Maintain or assist web hosting/email, including social media Various marketing duties including advertising schedule and meeting with media companies and planning strategies in managers absence Assisting with customers in the showroom and over the phone, and via email Assist as needed with Marketing and Installation Departments in needed administrative needs Administrative Duties Preserve historical records by maintaining a working knowledge of information sources, verifying the accuracy of statistics, entering data, backing up the system.
Complete in a timely matter with accuracy Maintain quality service by following organization standards Draft correspondences and other formal documents Greet and assist onsite guest Input and maintain customer and vendor correspondence Maintain Customer files, including current and historical information Assist in completion of special projects Run errands for management Coordinate company lunches and events Coordinate company training, including preparation of handouts, booklets, and PowerPoint presentations Maintains customer confidence and protects operations by keeping financial information confidential.
Provides financial information to management by researching and analyzing accounting data; preparing reports.
Various administrative duties, including ordering and purchasing office supplies and equipment Maintain phone system and all employee cell phones Answer up to 6 phone lines and direct caller where needed Fill out and submit various reports as necessary Perform filing and general administrative tasks Provides administrative assistance to owner and field personnel Incoming / outgoing mail - FedEx / UPS shipment Maintain detailed filing system, including the creation of new files Maintain office equipment and supplies Requirements:
Excellent knowledge of general accounting principles.
At least 2 years of bookkeeping experience, preferably within a construction business-services environment.
Excellent ability to multi-task and prioritize work Excellent written and verbal communication skills Strong organizational and planning skills Proficiency in Microsoft Office with an emphasis in Word and Excel QuickBooks Familiar with TEAMS, Office 365 Job Type:
Full-time Required
Experience:
Accounting:
2
year Office Assistant:
2
year Experience in QuickBooks is a must Must be able to pass a background check Construction Setting experience is a preferred This Job Is Ideal for Someone Who Is:
Dependable -- more reliable than spontaneous Detail-oriented -- would rather focus on the details of work than the bigger picture Achievement-oriented -- enjoys taking on challenges, even if they might fail High-stress tolerance -- thrives in a high-pressure environment An eye for detail The ability to meet deadlines The ability to communicate complex data in a clear way Exceptional organization skills Required license or certification:
Driver's License Education:
o High school or equivalent (Required) Typical start time:
o 8 AM Typical end time:
o 5 PM This is not a remote position Benefits Include:
Paid Holidays, Paid Vacation , Health, Dental Vision and Life Benefits available.
Beautiful Private Office DC ENCLOSURES, INC is a DRUG-FREE WORKPLACE.
Estimated Salary: $20 to $28 per hour based on qualifications.
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