JOB DESCRIPTION 

OFFICE ADMINISTRATOR  

DUTIES AND RESPONSIBILITIES OF THE OFFICE ADMINISTRATOR: 

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  Must be completely fluent in all aspects of Quickbooks & Microsoft Office suites. 

  
  

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  Must know Wordpress in order to keep our website up to date. 

  
  

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  Bookkeeping responsibilities: 

  
  

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  Account reconciliations  

  
  

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  Operating account 

  
  

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  Payroll account 

  
  

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  Credit card accounts 

  
  

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  Line of credit monitoring 

  
  

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  Payables 

  
  

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  Vendors  

  
  

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  Subcontractors 

  
  

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  Credit cards 

  
  

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  Insurance premiums 

  
  

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   Receivables 

  
  

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  Weekly customer invoice generation and payments 

  
  

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  Time sheet entries and corresponding invoicing and payroll links  

  
  

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  Time sheet data to payroll 

  
  

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  Billable labor posted to project invoices 

  
  

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  Payroll responsibilities 

  
  

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  Generate weekly paychecks 

  
  

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  Weekly Workers Compensation premiums 

  
  

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  Monitoring and paying weekly federal and state payroll taxes.  

  
  

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  Filing quarterly 941 and year end 940 

  
  

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  Project profit and loss monitoring 

  
  

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  Maintaining perpetual project P/L status  

  
  

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  General administration tasks 

  
  

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  Occasional purchasing of special-order items 

  
  

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  Entering daily purchases from vendors and credit cards, posting to proper account and customer invoices. 

  
  

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  Generating project Building Permit applications and Workers Comp affidavits 

  
  

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  Occasional HR responsibilities 

  
  

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  Filing “New Hire” reports 

  
  

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  Monitoring employee salaries for regular reviews 

  
  

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  Monitoring & maintaining paid time off for employees 

  
  

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  General administration tasks 

  
  

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  Maintaining office supplies 

  
  

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  Maintaining filing systems 

  
  

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  Maintaining Project folders 

  
  

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  Preparing for annual insurance audits 

  
  

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  Sending out Thank You notes to customers 

  
  

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  Scheduling appointments for Owner 

  
  

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  Basically running the ship!