Accounting and Office Manager

Position: Accounting & Office Manager

Pay: $68,000-$76,000 annually, based on a 32-hour work week, plus full employee benefits (equivalent to $85,000-$95,000 on a 40-hour-per-week basis)

Hours: 32-hours per week

Location: Downtown Portland

Check below to see if you have what is needed for this opportunity, and if so, make an application asap.

Who We Are

SOJ is a Portland- and Seattle-based project management firm with 42 years of experience managing complex development projects for public, private and non-profit clients. We are a women/minority-owned company, committed to working towards social equity, diversity, and inclusiveness both within our business and in our community. We strategically pursue projects that are innovative, ambitious, and will have a lasting positive impact. Find out more at .

What We Need

After more than 40 years, our fabulous Accounting & Office Manager is retiring, and we are looking for someone to become an integral part of our small firm. We are seeking an individual who is flexible and able to take on a broad range of tasks, with a proactive mindset to anticipate office needs. This individual will be responsible for day-to-day management of accounting and business office functions. They will be central to the operation and spirit of our small firm and will work closely with our talented Project Coordinator. 

Schedule

This is a 32-hour-per-week, in-office position with a flexible schedule to be coordinated with the Managing Director. The position is eligible for full employee benefits. 

As a key member of our small team, this role requires regular availability in the office during core business hours. 

Key Responsibilities

• Process payroll . Process payroll in-house within one business day, with assistance from our payroll company. Ensure accurate, timely, and compliant payroll for all employees, including PTO accrual tracking, 401K contributions, and tax filings. Maintain appropriate payroll documentation and files. Respond to payroll-related inquiries from staff and resolve concerns with the highest level of confidentiality. Make accurate payroll tax deposits to the IRS and Oregon/Washington Departments of Revenue.
• Manage invoicing and accounts receivable . Prepare and distribute invoices, monitor collections and outstanding balances, and track income and expenses.
• Prepare financial reports . Provide monthly reports tracking accounts receivable/payable, income and expenses, billable hours, shareholder benefit compensation and other financial metrics for review by Managing Directors. Assist Managing Director with forecasting and cash flow management.
• Maintain accounting controls and records . Maintain strong internal accounting controls and recommend process and operational improvements. Maintain an accurate and up-to-date QuickBooks database. Resolve discrepancies and reconcile accounting information. Complete monthly bank, credit card, and balance sheet reconciliations. 
• Maintain banking relationships and transactions . Manage banking relationships, account structures, and online banking access/controls; oversee electronic payments, wires, and check disbursements in accordance with established authorization procedures.
• Provide administrative assistance to a nonprofit client. Provide monthly financial and administrative support, including budget reporting, check preparation and obtaining signatures, managing monthly invoices and processing rental fee deposits.
• Administer employee benefits . Coordinate employee benefit enrollments, changes and annual renewals in collaboration with the Managing Director and/or benefits brokers. Maintain benefits records and reconcile billings. Provide annual assistance with the retirement plan census and related information needed for preparation of Form 5500 filings.
• Manage business insurance administration . Respond to annual requests for information related to business insurance policies. Support annual business insurance audits by completing all required enrollment, renewal and audit forms.
• Make quarterly and annual tax payments . Coordinate with our accountant and make required quarterly and annual tax payments, ensuring payments are accurate and made by applicable deadlines. 
• Support general office administration . As a member of a small team, contribute wherever needed to support the efficient operation of the office. Responsibilities may include ordering and maintaining office and kitchen supplies, helping maintain a clean and welcoming office, making coffee, coordinating routine office services and assisting with other administrative tasks as needed. 

Qualifications, Experience & Expectations

• Positive spirit, good humor and a willingness to be a team player.
• Bachelor's degree in Accounting, Finance, Business Administration, or related field, or equivalent combination of education and experience 
• Minimum of three (3) years of progressively responsible experience in bookkeeping, accounting related financial operations; five (5) or more years preferred.
• Demonstrated experience independently processing or overseeing payroll, including familiarity with payroll taxes and employee benefits administration.
• Strong experience managing accounting operations using QuickBooks and proficiency in Excel, Word, and Access.
• Excellent written and verbal communication skills. 
• Ability to meet deadlines and work within tight timelines.
• Ability to establish and maintain effective working relationships with a diverse range of staff and clients.
• Ability to develop effective systems, prioritize responsibilities, and organize work to ensure tasks are completed correctly, accurately and on time.
• Flexibility to perform other duties as assigned to meet the company's needs.
• Ability to exercise sound judgment and strictly adhere to confidentiality policies and procedures.

Salary

$68,000-$76,000 annually, based on a 32-hour work week, plus full employee benefits. This salary range is equivalent to $85,000-$95,000 on a 40-hour-per-week basis. Salary will be commensurate with qualifications and experience.

Benefits

We are an Equal Opportunity Employer providing a comprehensive benefits package to eligible employees, including medical insurance, a 401k match, paid vacation/holiday/sick leave and subsidized public transportation. An annual bonus may also be provided at the company's discretion. xhyhwjd

To Apply

Please submit a cover letter and resume to Employment is contingent upon successful completion of a background check. We anticipate the successful candidate will start by November 1.