Bookkeeper/Office Assistant

*Bookkeeping Duties* Process accounts receivable: produce invoices, send past due invoices, receive and record deposits, correct all discrepancies, and manage collections.
Process accounts payable: pay bills on time, track spending, keep QuickBooks and paper checkbook up to date, manage cash advances and subcontractor draws, and reconcile all accounts, monthly and yearly.
Run and process all credit card payments daily.
Process biweekly payroll.
Track customer payments.
Mail statements and overdue invoices and make calls as needed.
Maintain collections: send reminders via email, mail, phone calls, and small claims court.
Run reports as needed.
*Office Duties* Listen to phone messages and check email at the beginning of the day.
Return phone calls and take care of emails from retail customers and contractors.
Check emails for social media and website contact forms at beginning of the day.
Delete only non-job-specific emails.
Email contractors, first thing every Monday morning, with the weekly schedule.
Schedule estimates and record on iCal for estimators.
Record incoming jobs on Current Jobs.
Answer phones, take messages, and field or answer all routine and non-routine questions.
Review and adjust customer files and update information on Current Jobs.
Work in cooperation with other office staff to cover phones.
Field complaints and complicated calls cheerfully.
Act as a liaison with contractors, including high-level staff such as CEOs, presidents, vice presidents, and project managers.
Handle complaints and non-routine information and explain policies when necessary.
Contact crew chiefs mid-afternoon to obtain the status of the jobs they completed or not.
Call scheduler before notifying jobs to be installed the next day.
Copy, mail, or fax invoices and proposals, then file in appropriate stages.
Complete copying, scanning, and filing as needed.
Complete a Daily Report each day, listing projects and questions encountered and put in Steve’s box at the end of the day.
Track call volume, sources, complaints, jobs, and completed work (subject to change as needed).
Record hours worked on iCal.
Keep email organized and move all completed emails to correct folders.
Post on Facebook 2 times per week.
Monitor Facebook contacts for estimates, questions, reviews, and complaints.
Notify owners of any complaints or bad reviews.
Ensure your office area is clean and tidy.
Complete all tasks in a timely and accurate manner.
Monitor office supplies and request reorder as needed.
Ensure Company’s policies and security requirements are met, as per the Employee Handbook.
Cheerfully greet and assist customers when they arrive at the office.
Use standard greeting on every phone call and smile while answering the phone.
Be organized with the ability to prioritize and multi-task.
Be reliable with patience and professionalism.
Create PDF’s for estimators and put in their file by end of day.
Double check and mail invoices.
Copy, mail, or fax invoices, and proposals, then file in appropriate stages.
Do copying, scanning, filing as needed.
Keep office tidy and clean, save scrap paper, put all identifying papers in shredder, and recycle appropriately.
Help with mailing yearly contractor packet and other bulk mailings.
Register for Home Show.
Update Home Show book with calendars and schedules in February.
Check supplies in bins, and anything needed for the display for repairs needed, refills, new items, etc.
Perform computer maintenance, e.
g.
running software updates, disk utilities, etc.
*Competencies* Be thorough and attentive to detail.
Be pleasant on the phone.
Be proficient in English, oral and written.
Know Mac software and programs.
Be able to use Firefox and LastPass.
Be able to work as part of a team.
Have excellent communication and people skills.
Be organized and able to multitask.
Have good problem-solving skills.
Be flexible.
Hours 8:00-3:30 Job Type: Full-time Pay: From $20.
00 per hour Expected hours: 35 per week Benefits: * 401(k) matching * Paid time off Experience level: * 2 years Schedule: * Monday to Friday Supplemental pay types: * Yearly bonus People with a criminal record are encouraged to apply Experience: * Bookkeeping: 2 years (Required) Work Location: In person