Accounting & Operations Manager - QuickBooks Online

Job Description

Job Description

Boiler Technologies Unlimited (BTU) is seeking an experienced Accounting & Operations Manager to become a key member of our company and work directly with ownership.

This is much more than a traditional bookkeeping or administrative position. We are looking for someone who can become the right hand to ownership for the financial, administrative, purchasing, and day-to-day office operations of the company.

The successful candidate will develop an in-depth working knowledge of BTU, including our customers, vendors, manufacturers, employees, projects, equipment, purchasing, accounting, and internal processes.

We are specifically looking for an experienced, self-sufficient individual who can step into this role and contribute immediately. This is not an entry-level position, and we are not looking for someone who needs to learn basic accounting, bookkeeping, or QuickBooks on the job.

Strong proficiency with QuickBooks Online is required.

Key Responsibilities

Accounting & Financial Administration

• Manage day-to-day accounting functions in QuickBooks Online
• Customer billing and invoicing
• Accounts receivable management
• Monitor outstanding invoices and assist with collections
• Accounts payable and vendor bill management
• Bank and credit-card reconciliations
• Maintain accurate financial records and supporting documentation
• Assist with job costing and project-related accounting
• Coordinate and process payroll
• Payroll tax coordination
• Prepare and file applicable sales tax reports
• Prepare accounting and tax information for the company's CPA
• Work directly with the company's CPA regarding year-end preparation, tax information, and other accounting matters
• Maintain organized financial and accounting records

This position does not prepare the company's income tax returns. The Accounting & Operations Manager will provide tax-preparation support and work directly with our outside CPA.

Estimating, Purchasing & Project Support

• Prepare customer estimates and assist with proposals
• Create and manage purchase orders
• Order equipment, replacement parts, materials, and office supplies
• Communicate with manufacturers, vendors, and suppliers
• Review vendor quotations and order acknowledgments for accuracy
• Track equipment and parts orders from purchase through delivery
• Match purchase orders, vendor bills, and customer/project documentation
• Assist ownership and project personnel with project-related administrative needs
• Maintain organized project and purchasing records

Payroll, Insurance & Company Administration

• Coordinate payroll and employee-related administrative matters
• Assist with insurance renewals
• Request and maintain certificates of insurance
• Coordinate information with insurance agents, payroll providers, accountants, and other outside professionals
• Maintain company records, vendor documentation, customer information, and administrative files
• Help ensure recurring administrative requirements and renewals are completed on time

Overall Office Management

• Oversee the day-to-day administrative operation of the office
• Communicate professionally with customers, employees, manufacturers, vendors, subcontractors, and business partners
• Maintain organized electronic and physical records
• Identify items requiring follow-up and make sure they are completed
• Help establish and improve internal office procedures
• Maintain confidentiality regarding company, employee, and financial information
• Handle additional office-management responsibilities as necessary

What We Are Looking For

This position requires someone who can take ownership of their responsibilities rather than wait to be told what to do next.

We need someone who is comfortable working directly with company ownership, can manage multiple priorities, recognizes when something needs attention, follows through to completion, and keeps ownership informed.

Over time, this individual should become one of the people within BTU who has a thorough understanding of how the company operates.

The ideal candidate is:

• Highly organized
• Detail-oriented and accurate
• Dependable and accountable
• Self-motivated
• Comfortable working independently
• Able to prioritize competing responsibilities
• Professional with customers and vendors
• Comfortable communicating directly with company ownership
• Capable of handling confidential financial and employee information
• Someone who follows through without requiring constant supervision

Required Experience & Qualifications

• Strong proficiency with QuickBooks Online – REQUIRED
• Significant hands-on bookkeeping/accounting experience
• Accounts payable experience
• Accounts receivable and customer billing experience
• Bank and credit-card reconciliation experience
• Payroll administration experience
• Working knowledge of basic accounting principles
• Strong computer skills, including Microsoft Office
• Strong written and verbal communication skills
• Strong organizational and recordkeeping abilities
• Prior experience handling multiple office/accounting responsibilities independently

Applicants should already be comfortable performing these core responsibilities. We are not looking to train someone in QuickBooks Online or basic bookkeeping/accounting functions.

Preferred Experience

Experience in one or more of the following would be particularly valuable:

• Mechanical contracting
• HVAC or plumbing contracting
• Construction
• Industrial equipment or service
• Equipment distribution
• Manufacturer's representative businesses
• Field-service organizations
• Other project-based or service-based businesses

Additional preferred experience includes:

• Job costing
• Equipment and parts purchasing
• Purchase orders
• Customer estimates and proposals
• Sales tax filings
• Payroll processing
• Insurance administration
• Working directly with a CPA
• Working directly with the owner of a small or mid-sized business

This is a key long-term position within BTU.

We aren't simply looking for someone to process invoices or answer phones. We are looking for someone who wants to understand the business, take responsibility for the office and accounting functions, and become a trusted right-hand resource to ownership.

For the right individual, this is an opportunity to become an important part of a growing company and have a direct impact on how efficiently and successfully the business operates.

Boiler Technologies Unlimited, LLC (BTU) is a Manufacturer’s Representative of Industrial and Commercial Boiler/Burner and Water Heater products, as well as Control products. Our goal is to provide the right product for the right application. With over 30 years of experience, we understand that some products might work, but are not the right fit for certain processes. BTU has all the knowledge to find an appropriate product for every individual to ensure a smooth turn-key solution.

Company Description

Boiler Technologies Unlimited, LLC (BTU) is a Manufacturer’s Representative of Industrial and Commercial Boiler/Burner and Water Heater products, as well as Control products. Our goal is to provide the right product for the right application. With over 30 years of experience, we understand that some products might work, but are not the right fit for certain processes. BTU has all the knowledge to find an appropriate product for every individual to ensure a smooth turn-key solution.