Office Manager and Accounting Support

Salary Range: Based on Experience

Location: Bismarck

The Epic Office Manager is directly responsible to The Leadership Team to assist and support the company to ensure that all administrative programs and policies are effectively and professionally maintained.

The Office Manager will perform a variety of tasks ranging from HR, accounting, and clerical work. The Office Manager will also complete other special projects when directed. The Office Manager should suggest processes and opportunities to make the company run more smoothly or to simplify tasks, and also consider ways for tasks to be delegated from The Leadership Team to the appropriate team member in a meaningful and effective manner.

Skilled use of a computer in a Microsoft Windows environment and accurate typing skills are necessary. Knowledge of Microsoft Office (primarily Word & Excel) and QuickBooks is required. Experience using hourly timesheets as well as “Items” and “Expenses” in Quickbooks is required. The ability to learn industry-specific software is vital.

The Office Manager will be the first person with whom many potential clients will speak and shall accordingly represent our company with professionalism.

Work will be performed primarily at the main Epic office in Bismarck. This is a full-time position.

Job Duties & Responsibilities

Executive Support

  • Schedule meetings for The Leadership Team as requested using Outlook.
    • Attend meetings and take notes as requested
  • Scan and file on server all important documents, if necessary.
  • Provide day-to-day support as detailed in other sections below.
  • Assist in creating and updating jobsite files.
  • Assist with writing and editing procedures manuals
  • Assist with creation, review, and revision of job descriptions as needed.

General Office Support

 

  • Post Project Binders
    • Create Post Project Binder
      • Customer Specific Binder Cover Page with project rendering
      • Hole Punch all product manuals into binder
        • Broken down/labeled per category
        • PM to provide manuals and specs for binder
      • Include Epic Warranty Sheet
      • Include Epic Homeowners Maintenance Guide

 

  • Office Supplies and Cleanliness
    • Maintain running lists of office and cleaning supplies needed; order online or purchase on regular basis
    • Set up checklist of who is to clean what with fillable dates
    • Maintain kitchen in orderly manner; keep food/beverages stocked.
    • Keep the office neat and clean and complete routine cleaning.
      • Vacuuming
      • Dishes
      • Toilets
      • ETC
  • Deposits: Twice Weekly
    • Make Deposit and get copy of deposited check
      • Drop off/email copies of deposit to accountant
        • Include The Leadership Team
    • Pick up checks based on next deposit day from accountant
      • Project checks are written once deposit has been processed
      • Give to The Leadership Team to sign
  • Post Office: Twice Weekly
    • Open and distribute mail as needed
  • Meeting Prep and Planning
    • Attend Meetings as requested by Executive Staff
      • Meeting Notes as requested
      • Transcribe and send to meeting participants
    • Monthly Staff Meeting
      • Take notes at monthly work staff meetings and input into agenda form
    • Organize and set up for monthly staff get togethers
      • Prepare Food and Drinks
  • Birthdays
    • Track birthdays and employment anniversaries of all company employees, purchase birthday cards and gift cards. Ensure that The Leadership Team personally writes such notes.
    • Track birthdays for clients and trade partners when the information is available; prepare and mail cards to clients.  Seek out more information when possible to increase our client correspondence.

Ressio and Pricing Support

  • Save Estimates
  • Print Estimates
  • Prepare Pricing Binders
  • Enter Line Item Bid Pricing and info into Ressio Estimate
    • Notate Vendor and Bid Date
    • Detailed description added to each line item

Accounting Prep and Support

  • Track Draws and Downpayments
    • Who are draws sent to per project
    • Who is supposed to send them per project
    • When they were received from Accountant
    • When they were sent out for payment by The Leadership Team
    • When we were reimbursed: From Client or Bank
      • Checks
      • Wires
    • When checks were cut and sent out for payment
  • Prepare Invoices as needed
    • Track Payments of Invoices
    • Send Reminders as needed for overdue invoices
    • Track payments received on these invoices created
  • Credit Card Info
    • Confirm that all credit card receipts are properly labeled
    • Remind staff that uncategorized receipts come out of paychecks
  • Prepare Invoices for Accountants: Per Project
    • Print and organize invoices per project
    • Label with proper cost code: Review Ressio to confirm
    • Give to project manager for final review
  • Other duties as assigned

Subcontractor & Trade Partner Management

  • Maintain records for Subcontractor Agreements
  • Maintain all W-9 forms and Certificates of Insurance

Human Resources

  • Maintain Employee Handbook
    • Update as requested
  • New Employee Onboarding
    • Collect Information
    • Ensure Laptop is ready and email address has been created
  • Coordinate Initial Meetings and Assist staff with benefits for the following
    • Payroll Representative
    • 401K Representative
    • HSA Representative
    • Health Insurance Representative
    • Colonial Life Representative
  • Staff Reviews: (Twice Yearly: June and December)
    • Coordinate and Schedule Employee Reviews
  • OSHA
    • Assist with OSHA Reporting and coordinate any required staff training
  • Others
    • Assist employees with any changes to health or disability benefits.
    • Coordinate any workers comp claims.
    • Coordinate our Drug Policy in the event of an injury or accident or if random drug testing is utilized.

Apply Here

Click or drag a file to this area to upload.
Click or drag a file to this area to upload.