Bookkeeper & Office Manager

Position Summary

The Bookkeeper and Office Manager is an integral role within the organization, responsible for maintaining accurate and comprehensive financial records while also managing general office operations. Specializing in accounts receivable, accounts payable, and financial reporting, this position plays a key role in safeguarding the company's financial health. In addition, as the Office Manager, this role ensures efficient administrative operations, from procurement of office supplies to meeting coordination and schedule management.

Adherence to processes, procedures, and compliance measures demands meticulous attention to detail. This role serves as a liaison between various levels of the organization, from junior staff to senior management, and requires clear and effective communication skills. The dual responsibilities of this position necessitate a unique blend of financial expertise, organizational ability, and service focus. The Bookkeeper and Office Manager is responsible for maintaining precise financial records for Hooley Manufacturing while coordinating office management and personnel activities across Hooley Manufacturing, ATS Marine, and Craft Kettle Brewing Equipment. This multifaceted role requires a diverse skill set that includes strong financial acumen, exceptional multitasking capabilities, and robust problem-solving skills. By aligning the office administration across all three companies, this position ensures seamless operations and organizational coherence.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Bookkeeping Duties

1. Maintain Financial Records: Accurately record all day-to-day financial transactions.
   




2. Accounts Receivable: Issue invoices to customers, track payments received, and manage outstanding accounts.
   




3. Accounts Payable: Process incoming bills, schedule payments, and manage vendor relationships.
   




4. Financial Reporting: Prepare monthly, quarterly, and annual financial statements, including balance sheets and income statements.
   




5. Expense Reconciliation: Review and verify expense reports, ensuring compliance with company policies.
   




6. Estimate Drafting: Prepare initial job estimates for internal review.
   




7. Budget Oversight: Assist in preparing and monitoring budgets in collaboration with department heads.
   




8. Tax Preparation: Assist in compiling necessary documents for tax filing and work with external tax professionals as required.
   

Office Management Duties

1. Administrative Support: Provide general administrative support to all staff members, including but not limited to document preparation and filing.
   




2. Office Supplies Inventory: Manage the procurement and inventory of office supplies, equipment, and services.
   




3. Meeting Coordination: Schedule and coordinate staff meetings, manage meeting rooms, and prepare materials as needed.
   




4. Answering Phone Calls: Act as the first point of contact for incoming calls, directing them to appropriate departments or staff.
   




5. Customer Interaction: Engage with customers and potential customers through various channels including in-person, phone, and email, providing a professional and friendly interface for the company. Track communication within the organization’s designated CRM system.
   




6. Initial Inquiry Take-In: Field initial inquiries from potential customers or partners, gathering necessary information and directing them to the appropriate personnel for follow-up.
   




7. Facilities Management: Ensure that the office environment is clean, safe, and well-maintained.
   




8. Safety Compliance: Monitor and maintain office policies and procedures to comply with company and industry safety standards.
   

Requirements

Qualifications (Knowledge, Skills, and Abilities)

Required Qualifications :

1. Education: Associate's degree in Accounting, Finance, Business Administration, or a related field, with substantial industry experience also considered.
   




2. Experience: Minimum of 3-5 years of experience in bookkeeping. At least 2 years of experience in office management or administrative role.
   




3. Certifications: Certification in bookkeeping or accounting (such as Certified Bookkeeper or equivalent) is highly desirable.
   

Nice to Have Qualifications :

1. Education: Bachelor's degree in Accounting, Finance, Business Administration, or related field.
   




2. Experience: Experience working within the manufacturing industry or bookkeeping experience with inventory accounting. Previous experience in a customer-facing role.
   

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may be required to lift and/or move up to 30 pounds and occasionally lift and/or move heavier weights. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock. The noise level in the work environment is usually moderate. However, in some instances, this job may require work in areas where ear protection is necessary.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Benefits

This is a full-time, exempt position. Compensation is commensurate with knowledge, skills, and experience. The position includes access to the company's regular benefits packages, which currently include medical, vision, dental insurance (50% EE / 25% FAM); 4% 1:1 401k match; paid holidays, accrued paid time off; accrued paid sick leave.