General Description: 

The Business Manager is the first point of contact for the company, and keeps the office and financial functions running smoothly and efficiently.

Major Job Activities/Responsibilities:  

The Business Manager is responsible for helping to answer incoming emails, doing the bookkeeping and payroll management, keeping up to date personnel files for all employees, organizing client and subcontractor contracts, developing standard company filing practices and serving on the management team. You are the glue that holds the company together, and are responsible for the rest of the company’s efficiency as you manage our vendors and the resources they provide to get our work done (computer, phone, supplies, etc.)

Responsibilities

Financial
• Review bi-weekly time tracking reports and process payroll
• File payroll taxes and associated paperwork
• Enter customer estimates and change orders into QuickBooks
• Prepare customer invoices and receive payments, process customer deposits
• Track estimated to actual job costs on a bi-weekly basis
• Calculate burdened labor rates
• Gather necessary subcontractor insurance forms, certificates of independent subcontractor status forms, W-4 forms, contracts, lien releases
• Track and process vendor bills; review bills and change order requests against contract documents
• Reconcile bank accounts and credit card monthly
• Prepare financial reports, yearly budgets
• Prepare documentation for tax filings and insurance audits
• Prepare documents for Insurance Quotes (Workers Compensation, General Liability, and Vehicles, Health/Dental)
• Prepare books for Accountant to complete annual tax return
• Serves on the Management Team
• Helps plan and facilitate annual company meetings

Human Resources
• Set up new employees, file necessary paperwork, track benefits
• Coordinate regular employee reviews
• Assist with hiring duties for the company
• Maintain and update Employee Handbook
• Coordinate Workers Compensation and General Liability Audits and appeals
• Respond to Workers Compensation claims
• Injury reports

Marketing
• Support Garland Mill’s social media presence
• Generate mail/email lists for marketing
• Update the Garland Mill website as needed
• Organize project photos for marketing and press purposes
• Collect and analyze job leads & sales

General Office Support
• Answer phones; copy, scan, fax and file documents; greet and direct visitors; maintain professional appearance and cleanliness of the office
• Keep office stocked with office supplies; post required items at the jobsites (i.e., first aid kit, fire extinguisher, emergency information)
• Filing
• Share financial/job tracking data and new forms/procedures at company meetings
• Ensure messages/information reaches the right person
• Open, distribute incoming mail daily, prepare outgoing mail, maintain mail supplies (labels, envelopes, postage)
• Plan and coordinate employee celebrations and company events
• Troubleshoot technology issues in the office and/or coordinate with IT support as needed

Qualifications
• At least 2 years previous bookkeeping experience
• Welcoming attitude that maintains friendly relations with the public
• Tech-savvy with experience using Microsoft Office and QuickBooks Desktop
• Strong oral and written communication skills
• Excellent problem-solving ability
• Highly organized
• Ability to manage a multitude of tasks simultaneously
• Critical thinking skills
• Self-starter mentality and a positive attitude
• Maintains a high degree of integrity and loyalty towards the team
• Open to suggestion and training on the job to improve performance
• Able to work well in a team setting

Reports to: Owner

Compensation Range: $24-29/hr