Office Manager/Bookkeeper
O'Brien360 - seattle, WA
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Who are we?Our company is a small group of people of 23 people who are passionate about sustainability in the built environment. Through green building rating certifications, building performance analysis, and building commissioning and audits, our staff work with project teams to ensure new and existing buildings reach the highest possible level of sustainability to deliver immediate and long-term environmental, social and economic benefits. The administrative team manages all operational and overhead needs to allow our consulting and engineering staff to deliver great service to our clients.What's the opportunity?Variety is the spice of life for the administrative team. No being stuck doing the same thing day after day. Our team covers everything from internal project management tool development, financial and team performance tracking, IT planning and support, marketing and promotion, bookkeeping and budget monitoring, HR and personnel, project contract administration and fulfillment, and just about anything else that is needed to run a small consulting firm.What are we looking for?Working in this position consists of doing simple tasks, such as sending a client a W-9 form; then in the next minute preparing and presenting our financial status reporting to the Board of Managers. We research and implement personnel policies that help create a great place to work. Some work is routine and other work comes from a plethora of special projects. We try not to get bogged down with what they teach in MBA school, since most of that applies to large companies. We make our own way, within the limits of GAAP. If this type of variety in your work makes you giddy (and you know what GAAP is), then consider this position!We seek someone who can bring a strong background of skills and knowledge to build on, and there are many paths that could bring you to this position, such as:Do you have extensive bookkeeping experience but just never wanted to go the CPA route?Have you run your own, or someone else's, small business?Are you thrilled when someone asks for your help and you think to yourself, "I've never done this before, but I'll figure it out"?Do you want to support important sustainability work with your business administrative background?Are you Interested? Tell us what strengths you will bring to the team, where you want to grow, and why you want to work with O'Brien360. Primary ResponsibilitiesFinancialBookkeepingFulfill all financial procedures, including invoicing, AR aging notices, paying bills, general ledger, bank and credit card reconciliations, and business taxes.Process monthly payroll, benefits, and payroll taxes. Manage and implement employee benefits.Prepare financial reporting, including P&L and Balance Sheet; assist with tracking contracted work, and staff, team, and project performance.Prepare and monitor annual budget.File monthly and quarterly tax returns. Prepare books for CPA to file annual income tax returns.Apply and monitor reliable fiscal controls.Office ManagementOversee smooth operations of administrative functions.Maintain state and city business licenses.Manage company insurance renewal and compliance with contract requirementsAssist with staff recruiting, onboarding and performance tracking.Manage cloud software, IT inventory, and new equipment terface with office property managers and IT support company.Assist staff with signing up for events and making travel arrangements.Manage the physical space which includes occasionally moving furniture and computer equipment throughout the office and into storage.Work with teams and Principals, as needed.General ResponsibilitiesDevelop and maintain positive relationships with staff, vendors, and clients.Participate in company and team strategic planning as requested.Follow and understand company performance.Contribute to capacity planning and management.Participate in team meetings and communication.Contribute to a positive company culture and morale.Help maintain and build the team's technical capacity.Attend industry events and network.Support improvements to existing and development of new tools.RequirementsQualificationsFive or more years of experience in small business administration and operations, preferably in a construction, engineering, architecture or related consultancy firm.High level of proficiency with internal IT support, Microsoft Office 365 Admin, Word and Excel. Successfully managing multiple administrative responsibilities simultaneously, with strict attention to detail.Strong analytical and math skills.Strong verbal and written communication skills, especially in clearly communicating technical information.Ability to interact on a professional level with staff, vendors and clients.A strong work ethic, including discretion and confidentiality.Efficient and organized work style, including the ability to work well both independently and itiative to tackle new work with minimal supervision, learn new skills quickly and troubleshoot issues to successful puter skills: Advanced knowledge of and fluency with Microsoft Office 365 Admin, including skills with Excel, Word, and PPT is a must. Fluent with file sharing and project management cloud-based programs like Smartsheet and Egnyte are also important. The ability to work efficiently and effectively with computer programs to compile well organized documents. Experience and credentials that are also valuable: Bachelor's degree in business admin related field (such as: marketing, accounting, finance).Experience in the building design, engineering or construction industry.Hybrid Work Environment: We currently offer a hybrid work model of in-office and remote work. After an initial in-office training period, expect to work in the office at least two days a week. The following skills are especially important for success in this hybrid environment:Be able to engage effectively with clients and other staff through online tools, including chat, email, telephone, and video conferencing.Be conscientious of your screen presence when on video conferencing, maintaining a professional appearance and background.Be able to work independently and be accountable to other team members and the company.Be comfortable with setting up your computer and home workstation, and troubleshooting computer issues, with the assistance of our remote IT personnel. Be transparent and proactive with your team or supervisor about issues with your home work environment so that they can be quickly addressed.Benefits and Job DetailsSalary range - $85,000 - $112,000Full-timeThe workday is flexible but generally 9-5 availability M-F is pany-paid health and dental insurance, plus employee paid Aflac insurance available.Paid time off starting at 3 weeks, 11 paid holidays, and 8 hours of paid volunteer time per pany-paid ORCA pass, plus Zipcar account for company travel.Generous company contributions to 401K after 1 year.Minimum of $500 per employee per year towards professional development.Minimum of $250 per employee per year towards matching donations.Our office is in a LEED Gold historic building in downtown Seattle.
Created: 2024-10-19