The Smith Company, Inc

Office Manager/Bookkeeper

Loomis, CA

Full-time

$62,400-$72,800

About This Job

The Smith Company, Inc. is a banner distributor for Cornell Iron Works for coiling overhead doors, grilles and specialty closures. We also supply sectional rolling doors through CHI Overhead Door and RYTEC. The Smith Company installs specialty closures serving many architects, contractors, building engineers and building owners throughout California. The Smith Company services and installs overhead coiling, overhead sectional, side folding accordion, fire and smoke rated closures for all applications, in addition to horizontal folding accordion partitions.

We believe that no job is too big or too small!

We are seeking a highly organized and detail-oriented Office Manager/Bookkeeper to manage our daily office operations and financial records. This crucial role will be responsible for maintaining accurate financial data using QuickBooks, ensuring timely and accurate reporting to relevant labor unions, and managing certified payroll processes. The ideal candidate will be a proactive problem-solver with excellent communication and organizational skills, capable of handling a variety of administrative and financial tasks efficiently and accurately, while adhering to strict regulatory requirements for certified payroll.

Responsibilities:

Office Management:

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Oversee and manage daily office operations, ensuring a smooth and efficient workflow.

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Maintain office supplies, equipment, and vendor relationships.

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Coordinate office maintenance and repairs.

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Manage incoming and outgoing correspondence (mail, email, phone calls).

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Organize and maintain office files and records.

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Assist with onboarding new employees, including paperwork and office setup.

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Support administrative staff and provide backup as needed.

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Plan and coordinate office events and meetings.

Bookkeeping:

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Manage all aspects of accounts payable and accounts receivable.

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Process invoices, payments, and expense reports accurately and timely.

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Perform bank and credit card reconciliations.

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Maintain the general ledger and ensure accuracy of financial data in QuickBooks.

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Prepare monthly and year-end financial reports as needed.

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Assist with budget preparation and monitoring.

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Ensure compliance with all financial regulations and internal controls.

Union Reporting:

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Prepare and submit accurate and timely reports to various labor unions as required by collective bargaining agreements.

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Maintain a thorough understanding of union reporting requirements and deadlines.

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Track employee hours and deductions relevant to union obligations.

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Respond to union inquiries and resolve any reporting discrepancies.

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Stay up-to-date on changes in union regulations and reporting procedures.

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Maintain accurate records of union-related documentation.

Certified Payroll:

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Process weekly or bi-weekly certified payroll in compliance with federal and state regulations (e.g., Davis-Bacon Act, prevailing wage laws).

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Accurately calculate employee wages, deductions (including union dues, benefits), and employer contributions.

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Prepare and submit certified payroll reports (e.g., WH-347) with precision and within deadlines.

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Maintain detailed and accurate payroll records and documentation.

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Stay informed about changes in certified payroll regulations and requirements.

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Address employee inquiries related to payroll and resolve any discrepancies.

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Coordinate with project managers and field staff to ensure accurate timekeeping and job costing for certified payroll.

Qualifications:

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Proven experience (typically 3+ years) in office management and bookkeeping roles.

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Proficiency in QuickBooks Desktop and/or QuickBooks Online is essential.

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Experience with union reporting requirements and procedures is highly preferred.

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Demonstrated experience processing certified payroll and a thorough understanding of relevant regulations (e.g., Davis-Bacon Act, prevailing wage laws) is required.

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Strong understanding of basic accounting principles and practices.

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Excellent organizational skills and attention to detail, with a high degree of accuracy in handling financial and payroll data.

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Strong written and verbal communication skills.

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Ability to prioritize tasks and manage time effectively, especially when dealing with strict reporting deadlines.

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Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

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Ability to maintain confidentiality and handle sensitive information, including employee wage data.

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Associate's degree in Accounting, Business Administration, or a related field is preferred; relevant experience may be substituted for education.

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Expected hours: 40 per week

Schedule:

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8 hour shift

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Day shift

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Monday to Friday