Job Description

OFFICE MANAGER

ABOUT US:

Equity Builders, Inc. is a General Contracting company specializing in high end Commercial Tenant Improvement projects, with a prime focus on the restaurant industry. We have been in business for 14 years and we continue to grow through our word-of-mouth advertising put forth via our past clients.

JOB SUMMARY:

The Office Manager is responsible for providing Accounting and Human Resource support to the Owner while managing day-to-day office operations. The Office Manager may, at times, work on assignments that are complex in nature in which independent action and a high degree of initiative are required to resolve problems and develop recommendations.

SPECIFIC DUTIES INCLUDE BUT ARE NOT LIMITED TO:

• Generate “Bills Due” and “Cash Flow” report from QuickBooks on a weekly basis
• Process bills using QuickBooks for payment in a timely manner
• Maintain accurate bank account and other general ledger balances in QuickBooks, including some month end close processes, under the guidance of a part-time Controller.
• Log all invoices and receipts in QuickBooks
• Manage vendor discrepancies, including investigating costs
• Request and manage all subcontractor W-9’s and insurance certificates
• Process 1099s for subcontractors
• Issue 20 Day Preliminary Lien notices to all new clients & property owners (if the client does not own the property itself) within the first 20 days of the start of the project.
• Process employee payroll, sick leave hours, and benefits
• Create general journal entry for payroll in QuickBooks
• Help recruit for current company openings, including: posting ads, screen resumes, phone screen candidates
• Manage new employee onboarding, including processing all necessary new hire paperwork
• Update employees and new jobs on TSheets software
• Track job costs
• Coordinates and/or takes lead responsibility on special projects requiring advanced skills
• Create, maintain, and update databases and deliver customized reports in Excel
• Composes correspondence and reports for owner signature
• Assisting with general office/facility maintenance, including, keeping office clean and professional looking, checking the mail, and helping with office events
• Performs other related duties and assignments as required

DESIRED CHARACTERISTICS & SKILLS:

• Minimum of 3 years experience as an Office Manager effectively managing day-to-day office operations
• Must be knowledgeable of QuickBooks
• Must have strong MS Office program experience required (Word, Excel, Outlook). There will be a test within excel upon the first interview.
• Must be reliable and dependable
• Must have the ability to work independently, take initiative and complete projects with little instruction
• Must be highly organized and able to prioritize multiple tasks and projects effectively
• Effective organization, planning, and interpersonal skills, including effective written and oral communication skills
• Demonstrated ability to maintain a high degree of confidentiality with sensitive information
• Quick learner with the ability to anticipate future needs
• Must have very high customer service and support skills and be willing to pitch in where needed to get things done

Company Description

For 15 years, Equity Builders, Inc has been serving San Diego as a full service Design/Build General Contracting Company, specializing in commercial tenant improvement projects finding our stride in restaurants and bars, along with high-end residential custom homes, renovations and additions.