Office Manager / Accountant – Construction

Sequence has been retained and is currently seeking a capable Office Manager for one of the region’s most notable niche construction site development organizations.

Specifically, we are seeking to find them an individual capable of serving in a hybrid capacity at the company in a combined Office Manager and Accountant/Bookkeeper role.

This is currently the highest-profile position of its like here in the Portland Oregon area.

Our client is booming with work and grew significantly prior to and during the COVID crisis. They are on their way to increase revenues this year, and, beyond work in hand, have bids pending that could easily double revenues. Additionally, the company has a 15 to 18-month backlog. Key to empowering their success though, is finding the right talent to grow the operation and help improve the way the local branch operation functions. A critical aspect of this is with accounting, administration, and business operations.

This in mind, we have been tasked to recruit hands-on professional for administrative ops support to leadership in their western branch operation with responsibility for bookkeeping, AP/AR, payroll activities and a general administrative and project support.

Important to understand is that this branch is supported by Corporate Operations with systems and resources. So, much of the heavy lifting is backed by internal personnel with task work done at the local level.

Generally speaking, evolvement and duties for the role, include:

ACCOUNTS PAYABLE:

• AP - Project related
• AP - All others
• AP/AR/Cash Flow Reports
• Generate and distribute 1099s annually to vendors
• Inbound mail processing & distribution (Daily)
• Reconcile AP to vendor statements, run checks, and distribution payments
• Reconcile credit cards
• Vendor Credit Applications

ACCOUNTS RECEIVABLE:

• AR Invoicing
• Call & documentation of overdue AR
• Project Pre-Billing Worksheet Distributions to Project Managers
• Receive, document, enter, and deposit revenue checks
• Generate variance reports for revenue received, distributed to PMs/RP
• Provide monthly billings generated reports to Rodd
• Make Late AR Calls

HR & PAYROLL:

• Auditing employee insurance premium withholdings
• Deactivate employees not worked within 6-months
• Employee bonus tracking/calculations
• Employee Health Care/Dental Insurance Benefits Administration
• Equipment utilization entry to Construction Partner
• Establish/maintain ALL labor rates/cost indexes
• Manage Employment Applications
• Manage field worker database
• Payroll compilation of hours
• Payroll entry, online banking transactions, & check distribution
• Update job board man-days/job
• Workers Comp reconciliation over/under pd. Reports
• Auditing of weekly liability accounts
• Update White Board Field Labor Estimates
• Update White Board Field Labor Actual

MISCELLANEOUS ADMINISTRATION:

• Check general phone mailbox messages & website email
• Clear out AP Files to archives & set up new ones
• DOT program renewal and paperwork
• Manage bids for GL, Auto, WC, & Inland Marine Insurances
• Manage Office Computerized Phone System.
• Order office supplies. Get authorization if >$300/mo.
• Renewal of Motor Carrier Permit
• Telephone - answering incoming calls
• Track and process the annual vehicle registration renewals
• Verify that bid folders are moved to new job folder on server

GENERAL ACCOUNTING:

• Ledger/Entries
• 10-week Cash Flow Report
• Assist accountants on tax returns for CORPS/LLCs
• Book Loan Interest entries
• County business property taxes reports
• Depreciation entries
• Equipment Cost/Utilization Reports
• Job Profit/Variance Reports by Estimator-PM
• Prepare annual Heavy Vehicle Use Tax return.
• Provide financial statements to GM
• Reconcile Checking Accounts
• Trial Balance & Journal Entries
• WIP Report

PROJECT RELATED DUTIES:

• Contract Review for Insurance Requirements, Prevailing wage, etc.
• Enter project info, revenue, & cost budgets
• Get project preliminary lien data & distribute to vendors/subs
• Manage Subcontractor insurance certs/limits/endorsements
• Project Insurance Cert Requests
• Project Notice of Completion/Occupancy tracking
• Transmit preliminary notices to owners & other recipients
• Set up physical job files
• Maintain Bid Log
• Sub-Contractors W-9
• Sub-Contractors License # & Exp. & Insurance Certs.

The company currently utilizes a number of internal and cloud-based software systems for accounting, estimating, and project management. Anyone familiar with Microsoft Suite and Project, QuickBooks or Sage and application like Procore would be able to adjust to their systems.

This role is slated to be based in our clients Portland area office. There is some potential for a day a week telecommute after embedded and up to speed in the operation. There would also be a two-to-four-week trip to corporate for initial training and orientation in systems and services.

Our client is building a corporate culture that empowers employees and values individuals as essential resources. One in which delivery of quality services, where reputation is more important than profits. That carries over to benefits and compensation. In addition to a competitive base salary, the organization offers performance bonuses and has a benefits package.

For immediate consideration, apply here or through our corporate website at: www.sequencestaffing.com or submit to:

Sequence Staffing
2008 Opportunity Drive, Suite 150
Roseville, CA 95678
Phone: 916-782-6900
Email: jobs@sequencestaffing.com

"Sequence: Where a handshake still means everything."

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