Office Manager - Bookkeeper

Office Manager Job Description NW Houston

$30,000 ? $40,000

 

 Manufacturing company with locations statewide is seeking an Office Manager for their Houston location.  This is a small five-person office with excellent growth.

 

Job Summary:  Pickup mail, open, date stamp and process invoices and statements for approval.  Match incoming invoices with purchase orders.  Post items in Vantage, print edit list and review for errors.  File invoices, print checks and pay invoices on weekly or as often as needed.  Maintain vendor files, research invoices and prepare monthly reports and 1099 tax information. 

 

Poll time clocks and print time reports daily, review before distributing.  Edit approved time and input for pay preparation.  Create badges occasionally.  Maintain attendance records for awards.  Maintain personnel folders including tax, child support, and employment verification records.  Maintain pay information including hours, vacation, and pay increases, commissions and bonuses.  Advises and trains clerks on system.  Administer temporary contract workers.

 

Supervise staff of 1 to 3 employees; train office new hires and assist branch manager in preparation of annual reviews.

 

Essential Functions:

1.  Understand and interpret accounting rules to process invoices and orders before payment and post the information into the Vantage Software system for payment processing and tracking.

2.  Utilize computer software and hardware to enter payment information and print checks.

3.  Organize and maintain files of invoices and purchase orders.

4.  Maintain personal working space and equipment in a neat, clean and organized manner.

5.  Understand and interpret M&M rules of attendance, accounting rules and tax regulations to process time and pay and post the information into the Vantage system for payroll.

6.  Utilize computer software to enter payroll information, including vacation, garnishments, taxes and deductions, monthly commissions, annual bonuses and annual pay reviews. Merge pay and attendance reports to create checks and distribute.

7.  Maintain employee schedules and attendance on Attendance Professional for daily pay and annual awards.

8.  Create and maintain personnel file including hiring, payroll, discipline and termination information.

9.  Create and print various reports for employees and fill out related documents for submission to referring agencies, including wage verification for worker?s compensation, home mortgages and welfare.



 

Other Responsibilities:

1.  Perform tasks as assigned by supervision or management.

2.  Coordination, communication and cooperation with co-employees and management.

3.  Observe and adhere to company policies, procedures and safety requirements.

 

Accountabilities:

1.  Accountability to Branch Manager for completion of accounts payable and payroll within the allotted time.

2.  Accountable to management for the quality and specification accuracy of the services provided.

3.  Accountable to management for on the job conduct and compliance with company policies and procedures, including safety compliance.

 

Supervision:

Received: Directed by Branch Manager concerning project assignments, work schedules, safety standards, job performance, conduct, and work space cleanliness.

 

Given: May train accounting, billing and payroll assistants.  Advises billing, payroll and accounting clerks on a daily basis.

 

Education: A sound understanding of mathematics, including accounting.

 

Experience: Two to 5 years of accounting or administrative work experience along with supervisory duties.  On the job training is available.

 

Physical Requirements:Must be able to meet the physical requirements of:

?  Sitting at the work station for extended periods while performing invoicing functions.

?  Walking throughout the office area, bending, stooping or kneeling to retrieve materials.

?  Viewing continuously to perform invoicing functions.

?  Manual dexterity to use office equipment.

 

 Mental Requirements:Cognitive processes requiring:

?  Sound math skills using accounting process

?  Analytical, reasoning and problem solving skills to coordinate of shipments in a cost efficient manner and  to facilitate invoicing, shipping and billing processes.

 

Working Conditions: Closed office environment with heating and cooling systems.  Frequent exposure to computer emissions and limited exposure to paper dust.  Frequently under pressure of deadlines.

 

Equipment Used: Computer, copier, fax, postage machine, adding machine, label maker and various office equipment.

 

 

 

Office Assistant Job Description NW Houston

$32,000 ? $40,000

 

Construction Company in NW Houston is seeking an Office Assistant for this low turn over environment. 

 

Job Duties include:

Letters, Spreadsheet for Estate lots, Update Company Resume, Investment Books, AIA Contracts, Stamp in Plans, Insurance for Subs, Maintain Vendor Contract Spreadsheets and Files for Property, Post Rent, Check and Enter Leases in E-Site, Keep Track of Concessions, SODA's, Track Payment Plans, Bank Reconciliations, Workers' Comp. Waivers, POs Tracking Signatures, Assist with HR with Employee Files and Insurance Papers, New Hire Paperwork, I-9 Documentation, Employee Handbook Distribution, 401K, Property Payroll Sheets, Assist with Month End Close for Property and Reports for Banks, Assist with Filing on Residents' Credit Reports.  Enter Invoices for All Entities, Reconcile Credit Card and Charge Statements, Match Checks, Process Mail, Filing, Stock Office Supplies and Groceries, Make Coffee, Errands, Project Work.

 

Excellent benefits including:

? Company pays 90% of the health insurance for the employee and 10% for family coverage.

? 401K match up to 6% at 50% after 6 months of service enroll Jan and July.

? Vacation is 2 weeks after one year of service then one week every 6 months.

 

 

Accounts Payable Clerk Job Description Far North Houston
$12-$16/hr

 

SUMMARY: Provides support necessary to pay the obligations of the organization. Performs any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounts payable records.

 

 ESSENTIAL DUTIES AND RESPONSIBILITIES: Matches domestic and international invoices to purchase orders. Clarifies any questionable invoice items, prices, or receiving signatures.Checks and approves all vouchers for payment.Codes invoices to insure proper General Ledger Accounts.Answers all vendor inquiries.Analyzes vendor accounts including discrepancies, payment issues and invoices not received.Prepares accounts payable checks and matches to invoicesReconciles several payable accounts including A/P and child support deductions.Maintains records on all government garnishments.Prints all accounts payable reports and maintains all accounts payable files.Pay commissions.Process employee domestic and international expense reportsReconcile all credit card statements.Maintain vendor contracts and agreement files. Assist supervisor and/or Controller on accounting projects when needed.Assist with yearly bank and CPA audits.Prepare the Accounts Payable for closing and assists in monthly and year end closings.Research and prepare in depth cash flow requirements which includes 30 days and 60 days reports. Annually process and mail 1099 to eligible vendors.