KEY RESPONSIBILITIES: Business Operations
Manage the day-to-day administrative operations of the company and maintain organized systems that improve operational efficiency. Develop, document, and maintain Standard Operating Procedures (SOPs) for recurring administrative processes. Coordinate office operations, equipment, supplies, facility maintenance, landlord communications, IT support, and relationships with service providers and vendors. Support business development efforts through CRM maintenance, marketing coordination, and research. Identify opportunities to improve company processes, automate repetitive tasks, and increase operational efficiency.
Accounting & Financial Administration:
Prepare and issue client invoices.
Monitor accounts receivable and manage collection efforts.
Process and properly record client payments.
Maintain day-to-day bookkeeping and accurate financial records in QuickBooks Online, including transaction categorization and account reconciliations.
Maintain organized receipts and supporting financial documentation.
Coordinate with the company's outside CPA on periodic and year-end accounting and tax matters.
Human Resources & Payroll:
Coordinate employee onboarding and offboarding and maintain confidential personnel records.
Coordinate payroll processing, PTO tracking, reimbursements, and employee records.
Administer employee benefits, including health, dental, vision, and life insurance, and coordinate annual renewals and enrollments.
Support recruiting activities including job postings and applicant coordination.
Compliance & Risk Management:
Maintain corporate licenses, registrations, professional certifications, insurance policies, and other regulatory requirements, including tracking applicable renewal and filing deadlines.
Manage vendor prequalification, registration, and client onboarding requirements.
Prepare and coordinate W-9s, ACH forms, certificates of insurance, and other client/vendor compliance documentation.
Review and coordinate compliance with insurance requirements contained within client contracts.
Project & Contract Administration:
Set up new clients and projects across company accounting, timekeeping, document management, and other internal platforms.
Organize and maintain project folders, documentation, numbering, templates, and administrative records throughout the project lifecycle.
Coordinate distribution of reports and other project deliverables.
Coordinate proposal preparation using company templates, including assembling required qualifications and supporting materials.
Prepare draft proposals for management review and track opportunities and submission deadlines.
Review client contracts for administrative, insurance, and business terms and coordinate contract execution and document routing.
Archive completed projects.
Executive Support:
Assist leadership with scheduling, travel arrangements, meeting coordination, and other executive support as needed.
Track action items and follow up on outstanding tasks and deadlines.
Prepare reports, spreadsheets, presentations, and professional correspondence.
QUALIFICATIONS:
Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Management, or related field preferred. Minimum 2 years of experience in administrative, operations, accounting, office management, or project coordination roles. Exceptional organizational and time-management skills. Excellent written and verbal communication skills, including the ability to prepare professional business correspondence. High level of professionalism and discretion with confidential information. Excellent problem-solving skills and attention to detail. Ability to manage multiple priorities with minimal supervision. Strong customer service and interpersonal skills. Self-motivated and proactive with a willingness to take ownership. Proficiency with QuickBooks Online and Microsoft 365, including Outlook, Word, Excel, and SharePoint/OneDrive. Experience with payroll/HR, timekeeping, CRM, document management, and other cloud-based business platforms. Experience in the construction, engineering, architecture, or professional consulting industry is preferred. Bilingual English/Spanish is a plus. Valid driver's license and reliable transportation required. A2 offers a competitive salary and benefits package.
