Office Administrator

Staffing Support Specialists
United States, Wisconsin, Slinger
Jan 03, 2025
Job Summary: The office administrator is responsible for a variety of tasks that fall under the following categories: payroll, new customer set up, job orders, A/R, A/P, Sub contractors, General Accounting, Sales, Insurance and HR. This contractor is also expected to create a better system for checking invoices against vendor proposals Job Responsibilities: Enter weekly payroll, including all sub-contractors Pay payroll taxes as required Ensure all new employee onboarding and paperwork is completed Ensure all contractor W9 and COI are up to date Maintain Simple IRA and Health Insurance eligibility and registration process File Quarterly 941 and Suta payroll reports File yearly 941, FUTA, SUTA and W2's Maintain work comp and unemployment rates in Quick Books Ensure Employee Handbook is current and up to date Review contracts to ensure contract aligns with proposal Distribute COI's Review all new customer contracts for any criteria that falls outside of company standards and that correct Project Manager is assigned Manage tax exemption forms Review T&M jobs for correct billing rates, time, materials and rental equipment Enter Change Orders Review job WIP Update and distribute monthly billing sheet Send out monthly invoices and update payment apps as needed Review A/R and collect on balances over 60+ days, escalating appropriately Deposit checks and record in QB Ensure vendor invoices are paid according to terms Reconcile all A/P and A/R accounts General accounting - QB maintenance, monthly depreciation, sending monthly reports and reconciling bank accounts Distribute monthly reports to Project Managers Manage vehicle registrations and requirements Annual review of Health Insurance policy, General Insurance Policy, OSHA report completion and DMV report completion Qualifications / Requirements: Notary 2-3+ years Accounting experience Expert in Quick Books General knowledge of Health Insurance, Work Comp processes, and Simple IRA High level of attention to detail Ability to shift priorities Excellent verbal and written communication skills Proficient in Microsoft Suite Strong organizational skills Created by Connie Larson on December 9, 2024 Print