SCHEDULE: 8 AM – 5 PM Mountain Standard Time, follows Philippine Holidays
POSITION TYPE: Full Time
WORK ARRANGEMENT: Remote
ESSENTIAL FUNCTIONS
· Perform the following administrative finance data entry and responsibilities:
o Accounts Payable
§ Interact with suppliers for accounts payable
§ Enter bills received using WFM
§ Enter other job costs/expenses
§ Verify all bills are assigned a PO / Job#
§ Match all bills to appropriate estimated job costs
§ Verifying accuracy and additional costs on missed on job estimates
§ Provide the executive team with a weekly financial report on AP aging
§ Verify with CFO which bills are cleared to issue payment on
§ Issue payment on cleared bills
o Accounts Receivable
§ Interact with clients for accounts receivables
§ Working with Project Manager / Operations Manager on project invoicing
§ Issuing client invoices (progress, final, and past due invoices)
§ Provide Executive Team a weekly financial report on AR aging
· Handle the following payroll responsibilities:
o Capture total time based on CA and TX laws
o Process payroll in Paylocity
o Enter reports into Xero
· Prepare expense reports and review, enter, and assign job costs using Abacus Software
· Conduct account reconciliation on credit cards, checking, and savings
· Assist in new employee paperwork
· Monitor and balance the company per diem account
· Issue per diem to field employees when instructed
· Maintain record of any over or under payments
· Maintain the company support spreadsheet
· Notify the sales manager of any upcoming support renewals 30 days in advance
· Generate job profit and any other reports in WFM for the executive team and project manager as requested
· Gather documentation from client/vendors
· Collect copies of signed quotes, contracts, POs, sub-agreements, and project forms, and save them to Workflow Max (WFM)
· Request insurance requirements (COIs) from the broker, provide to the client, and save them in COI file
· Generate and submit DIR and TIPS procurement contracts monthly submissions
· Handle monthly sales tax reporting
· Maintain and enter data in the WFM cost database
· Review and ensure WFM costs are up to date and properly entered
· Perform data entry with vendor quotes and new supplier accounts
· Work with the project manager to ensure project documents are uploaded
· Manage company’s 800# Ring Central Account
· Field incoming calls to general extension and Exec Team extensions
QUALIFICATIONS
· A Bachelor’s degree in accounting is preferred
· Experience in Xero, Paylocity, and Workflow Max preferred
· Strong computer aptitude, which includes expertise with Microsoft 365 applications
· Strong organization, oral and written communication skills
· Analytical skills with particular attention to detail
· Experience in a multi-client environment
· Aptitude in data management, analytics, reporting preparation
· Ability to function in an autonomous environment—independent worker, self-directed