Office Manager / Administrative Assistant

Job Description

Job Description

Qualifications :

• High school diploma or equivalent required
• A minimum of 1-3 years of experience in accounting or bookkeeping in a construction industry environment is preferred
• Familiarity with financial software; Sage 50 is preferred
• Familiarity with outside payroll systems; Paychex is preferred
• Familiarity with State of Ohio Bureau of Workers’ Compensation and OH|TAX eServices
• Must be a notary public or willing to become one (employer paid)
• Must be proficient in keyboarding and in the use of a personal computer, photocopier, telephone system and other general office equipment
• Must be proficient with spreadsheet and word processing software
• Demonstrates excellent interpersonal skills
• Demonstrates excellent oral and written communication skills
• Must have excellent organizational skills and be able to multitask simultaneously
• Ability to establish and maintain effective working relationships with managers, co-workers, customers and vendors
• Maintains confidentiality
• Part-time hours would be considered

Reports to : Owner and Project Manager

Performance Responsibilities:

This individual maintains accounts payable and receivable and payroll; signs off on packing slips; maintains project files; orders and logs in project material and handles related financial activities.

• Greets visitors and handles incoming calls, emails, and other communications, ensuring timely responses
• Performs clerical duties such as filing, scanning and data entry
• Creates, edits and maintains business forms
• Drafts, proofreads and edits correspondence, reports and other documents
• Accepts, separates and disseminates business mail / packages and deliveries
• Monitors, maintains and orders office supplies and equipment as needed
• Monitors and maintains business utilities, telephone, internet and security systems, computer and wi-fi networks, drinking water and trash disposal services and subscriptions (i.e., GoDaddy website and Microsoft 365 accounts
• Organizes and maintains accurate files, records and databases (both electronic and physical) related to business operations
• Onboards new employees and inputs information into payroll system; maintains employee emergency contact information
• Tracks employee attendance and vacation usage in Excel spreadsheets
• Inputs accounts payable invoices into financial software and project spreadsheets, if applicable
• Coordinates, prepares and issues customer project invoices / billings as directed by owner and project manager; notarizes billings, waivers and affidavits of subcontractor as required
• Prepares weekly payables and receivables list for review by project manager and owner
• Reconciles monthly vendor, credit card, loan and bank account statements
• Gathers and disseminates weekly timesheets into payroll, SIMPLE IRA and project spreadsheets
• Enters weekly hours into outside payroll system and financial software and runs respective reports after payroll processes
• Prepares and signs weekly distribution, SIMPLE IRA contribution, child support, consulting and monthly reimbursement checks
• Prepares invoices for payment and signs checks
• Accepts and records customer payments via checks and ACH into financial software and sales tax spreadsheets; makes bank deposits
• Inputs and pays monthly sales and use taxes into OH|TAX eServices
• Inputs and pays State of Ohio Bureau of Workers’ Compensation premiums as required
• Maintains accurate, organized and secured records and files for all accounts payable and receivables and payroll
• Investigates and resolves discrepancies between financial accounts
• Generates quarterly balance sheet and income statements for owner and project manager review
• Reconciles and compiles year end reports for owner, project manager and business certified public accountant for tax purposes
• Downloads and prints project drawings, specifications, addenda and bulletins as requested
• Researches and gathers pricing for specialty laminates and hardware
• Creates new project numbers in financial software, electronic and physical project files and distributes to owner or project manager
• Orders project materials as directed by owner or project manager
• Tracks, receives, tags and inputs receipt of project material orders
• Registers projects with AWI-QCP as needed, coordinates quality inspections as required and orders certificates and labels
• Obtains certificates of insurance as required
• Ensures the office environment is organized, professional, and supports efficient workflow
• Implements and improves office procedures to increase efficiency
• Maintains confidentiality in all matters related to personnel, financial data and business operations
• Demonstrates professionalism in all interactions with management, co-workers, customers and vendors
• Performs additional duties and assumes responsibilities as assigned by the owner and project manager

\nCompany Description

Custom Millwork Designs is a custom casework manufacturer located in Oakwood Village, Ohio. We have been professionals in the plastic laminate and woodworking industry for over 35 years.

Recently, the company has come under new management and is bringing a fresh vision and renewed commitment to the craftmanship that our customers have come to expect and trust. While the leadership has changed, our dedication to quality remains the same and we are excited to take the company to new heights!

We combine meticulous attention to detail with modern design, thoughtful engineering, and expert craftsmanship to deliver millwork that brings clean, lasting beauty to your space.

We custom fabricate millwork and casework using plastic laminates, wood products, and wood veneers—designed for a wide range of environments, including healthcare, corporate offices, retail spaces, educational facilities, government buildings, leisure areas, and custom homes.

Company Description

Custom Millwork Designs is a custom casework manufacturer located in Oakwood Village, Ohio. We have been professionals in the plastic laminate and woodworking industry for over 35 years.\r\n\r\nRecently, the company has come under new management and is bringing a fresh vision and renewed commitment to the craftmanship that our customers have come to expect and trust. While the leadership has changed, our dedication to quality remains the same and we are excited to take the company to new heights!\r\n\r\nWe combine meticulous attention to detail with modern design, thoughtful engineering, and expert craftsmanship to deliver millwork that brings clean, lasting beauty to your space. \r\n\r\nWe custom fabricate millwork and casework using plastic laminates, wood products, and wood veneers—designed for a wide range of environments, including healthcare, corporate offices, retail spaces, educational facilities, government buildings, leisure areas, and custom homes.