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Part-Time Finance/Office Administrator

Part-Time Finance/Office Administrator

We are currently seeking someone to manage aspects of the company’s financial recordkeeping and administrative functions. This includes project administration, human resources, accounting, and marketing. The Office Administrator reports to the company Finance and Administration Manager.

To perform the duties of this position successfully, the Office Administrator must be able to complete all tasks and fulfill as responsibilities for this position in a satisfactory manner while achieving all company goals and objectives as defined and communicated by the General Manager. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position requirements:

  • Education: We require applicants to have a high school diploma or the equivalent. However, we prefer that applicants have a college degree or have complete coursework related to finance, accounting, banking, economics, construction management, or business management.
  • Experience: We require applicants to have a minimum of three years of prior experience in as an office administrator or a similar role. We prefer that applicants have significant and successful experience in a mid-management position for a business involved in construction contracting.
  • Representative skills, knowledge, and abilities: Applicants must be skilled at initiating, building, and maintaining healthy relationships with customers, vendors, and the community at large. They must be able to identify, understand, and meet the needs of our customers pertaining to financial transactions. Our customers include both general contractors, architects, and project owners. We also ask that applicants have a thorough working knowledge of the AIA (American Institute of Architecture) requirements regarding invoicing, billing, and payment procedures.
    • Managerial skills: We require applicants to possess important managerial skills that include goal setting and planning, decision making, problem solving, and conflict resolution.
    • Communication skills: Applicants must be adept in both verbal and written communication, including the ability to deliver verbal presentations to individuals and groups. We require applicants to be fluent in English, but any multi-lingual or Spanish speakers are especially welcome to apply.
    • Financial management skills: Applicants must have the ability to understand financial reports, interpret the data, and make sound business decisions based on the financial information.
    • Human Resource Management skills: Applicants must understand payroll and payroll taxation; recruiting hiring, and personnel administration within all legal requirements (EEOC, ADA, DOL, etc.); and employee benefits programs.
    • Mathematical skills: Applicants must be able to correctly perform routine business mathematical calculations (addition, subtraction, multiplication, division, fractions, decimals, ratios, etc.), including the ability to recognize erroneous numerical data or calculations which are outside of a normal range of possible values (i.e. order of magnitude error or slipped decimal point error).
    • Software system skills: Applicants must be proficient in the use and application of information technology to enhance productivity and facilitate company management. This includes general application software systems (i.e. Microsoft Word and Excel), industry specific software systems (ProContractor), and cloud-based applications (Smartsheet).
  • Physical: The physical demands described here are representative of those that must be met by the Office Administrator to successfully perform the essential functions of this position.
    • Mobility: The Office Administrator must have sufficient mobility to access all areas of the company shop and offices without assistance. Similarly, the Office Administrator must have sufficient mobility to travel to customers, job sites, and vendor locations and access any necessary areas of these locations without assistance.
    • Dexterity: The Office Administrator must have sufficient dexterity to operate the office machines and equipment (computers and similar devices).
  • Mental: The Following representative mental skills are necessary to assure that the Office Administrator can successfully perform the position’s essential functions:
    • Mathematical: The applicant must have the ability to use basic mathematical calculations (addition, subtraction, multiplication, division, fractions, decimals, ratios, etc.). This includes the ability to recognize erroneous numerical data or calculations which are outside of a normal range of possible values (i.e. order of magnitude error or slipped decimal point error).
    • Language: The applicant must be able to communicate effectively in English, both written and verbally. This position requires the ability to make formal and informal presentations to individuals and groups. Multilingual capabilities (Spanish speaking) are not required, but could be an advantage.
    • Mechanical: No specific mechanical knowledge is required for this position
    • Spatial: No specific spatial capabilities are required for this position.

The Office Administrator will normally work indoors in a heated and air-conditioned office environment. Occasionally, position responsibilities may require the Office Administrator to travel to customer or vendor locations which may not be heated or air conditioned. When visiting customers and job site, the Office Administrator will encounter varying temperatures and weather conditions. The normal auto and air travel hazards will apply.

The noise level in work environment is generally low, but can be higher when at job sites; hearing protection is not normally required.

Working hours will generally be during normal business hours, but may include the need to work any or all seven days of the week. The normal workday is eight hours and the normal workweek is 40 hours. The Office Administrator is expected to work longer hours and to adjust start and stop times as necessary to accomplish the position duties and to support business needs.

The Finance and Administration Manager has delegated sufficient authority to the Office Administrator to accomplish the routine duties and responsibilities of the position.

The following are representative of the specific authority routinely granted to this position:

  • The Office Administrator does not have the authority to direct the activities of all employees assigned to the Finance and Administration Department.
  • The Office Administrator does not have the authority to hire, fire, promote, demote, and make payroll decisions; any such decisions must be approved by the General Manager and Finance Manager.
  • This position does not have the authority to reprimand and “suspend pending investigation” a subordinate for major offenses or violations of company rules, policies, or guidelines.
  • The Office Administrator has the authority to represent the company and the company image to customers, vendors, employees, and the community.
  • The Office Administrator does not have the authority to commit the company to contractual agreements. Signing legal contracts is an exclusive authority of the General Manager (unless the General Manager chooses to delegate limited contract signing authority to any lower level positions or individuals).
  • The Office Administrator does not have the authority to initiate or approve capital expenditures. All capital purchases must be submitted to the General Manager for approval.
  • The Office Administrator has the authority to initiate and/or approve non-capital purchases necessary to support business needs within any guidelines established by the General Manager with the approval of the Finance and Administration Manager.
  • The Office Administrator does not have check signing authority.
  • The Office Administrator does not have authority to establish or modify banking relationships.
  • The Office Administrator has the authority to provide confidential company information to outside professionals (CPA, legal counsel, banking representative, etc.) and governmental agencies (OSHA, IRS, etc.) as necessary or required for supporting business operations.

Duties and responsibilities:

  • The Office Administrator is responsible for assisting the Finance and Administration Manager in fulfilling his/her responsibility for maintaining the financial health of the company; this includes the responsibility to keep the Finance and Administration Manager as well as the General Manager fully informed on company issues.
  • The Office Administrator is responsible for managing company overhead accounts within budget.
  • The Office Administrator is responsible for assuring that all financial transactions are captured and recorded into the company’s accounting system (ProContractor) accurately, correctly, and in a timely manner.
  • The Office Administrator is responsible for assuring the file system is maintained and organized.
  • The Office Administrator is responsible for effectively managing accounts receivable for the company including, but not limited to, credit management, issuing customer invoices, and invoice collections (as needed in conjunction with the Project Administrator).
  • The Office Administrator is responsible for effectively managing accounts payable for the company including entry of vendor invoices and invoice payment (as needed in conjunction with the Finance and Administration Manager).
  • The Office Administrator is responsible for payroll processing for the company (as needed in conjunction with the Finance and Administration Manager).
  • The Office Administrator is responsible for generating and providing any and all necessary routine financial reports to appropriate company mangers in a timely manner. These reports include, but are not limited to weekly cash forecast reports, monthly budget variance reports, project job costing reports, etc.
  • The Office Administrator is responsible for maintaining the confidentiality of the company’s financial information. They are also responsible for providing financial information about the company’s finances to external professionals (i.e. CPA, banking account manager, insurance carriers, etc.) as is necessary and prudent for managing the business under the direction of the Finance and Administration Manager.
  • The Office Administrator is responsible for providing on-going assistance to the company project management staff for handling various project recordkeeping and administrative tasks; this assistance is provided by the Project Administrator position with specific responsibilities designed in the company Project Process Flow Diagram and the Standard Operating Procedures.
  • The Office Administrator establishes and communicates specific direction, goals, and objectives for the Finance and Administration functions consistent with company goals and objectives.
  • The Office Administrator is responsible for establishing and maintaining appropriate insurances for the business that protects the assets of the company, under the direction of the General Manager.
  • The Office Administrator performs all necessary duties in a manner that is personally cooperative and supportive of all other members of the company management team.
  • The Office Administrator is responsible for advising the general manager on local employment market conditions as they pertain to setting appropriate pay and salary ranges for all company positions.
  • The Office Administrator is responsible for establishing employment and personnel policies for the company and assuring that they are consistent with all legal requirements. They are also responsible for all administrative matters pertaining to those policies.
  • The Office Administrator is responsible for the fair and consistent application of employment and personnel policies within the Finance and Administration functions including resolution on any employee issues within the Finance and Administration functions. They also monitor the application of employment and personnel policies company-wide for fairness and consistency and advise the General Manager of any situations that require attention.
  • The Office Administrator is responsible for maintaining current and accurate position descriptions for all directly reporting positions.
  • The Office Administrator is responsible for all human resources record keeping and administrative needs (both required by legal regulations as well as any needs stemming form good management practices). This includes, but is not limited to:
    • Confidential employee personnel files
    • All company position descriptions
    • Employee performance evaluations
    • Safety program administration and OSHA reporting
    • Texas Department of Labor (termination notices, etc.)
  • The Office Administrator is responsible for assuring that the company is always in compliance with all laws, statutes, regulations, and guidelines issued by federal, state, and local governments and agencies. They are also responsible for assuring that all company activities are conducted in an ethical, legal, and businesslike manner.
  • The Office Administrator is responsible for assuring that all company needs for technology application and information systems are being met in a timely and effective manner. This will require directing and prioritizing the activities of the company’s outside IT professionals.
  • The Office Administrator is responsible for attending trade shows, recruiting events, conventions, seminars, and other meetings to enhance his/her professional knowledge and/or to promote COPPERA, LLC in the marketplace.
  • The Office Administrator is responsible for scheduling, conducting, and/or attending company and Finance and Administration department meetings as necessary.
  • The Office Administrator is responsible for presenting a positive and professional image for the company in all dealings with customers, vendors, employees, and the community at large. They must maintain a well-groomed, professional appearance appropriate for the position and business environment.
  • The Office Administrator is responsible for managing resume uploads and applicants through Smartsheet and performing the initial interview and onboarding process.
  • The Office Administrator is responsible for managing the PHCC education program by signing up new students, arranging lodging, and communicating with the program director, etc.
  • The Office Administrator orders and tracks uniform and PPE supply.
  • The Office Administrator tracks and manages office supplies.
  • The Office Administrator is responsible for tracking and processing expense reports and reimbursements.
  • The Office Administrator assists in organizing company events and outings and booking travel arrangements as needed.
  • The Office Administrator is responsible for managing the company’s Facebook and social media image under the direction of the Finance and Administration Manager as well as looking for other brand building and marketing opportunities.
  • The Office administer must stay up to date with local industry news through Construction News and/or other resources and report back to the Finance and Administration Manager and/or General Manager on necessary updates.
  • When necessary, the Finance/Office Administrator will assist in the performance of other position duties. Although this is not a routine part of the position, the Finance/Office Administrator must perform these duties professionally and with strict adherence to the same procedures and guidelines that the other employees are required to follow to provide a role model for other employees and so that the customers’ needs are satisfied consistently, promptly, and skillfully.
  • The Office Administrator is responsible for all other duties and tasks that may be necessary to achieve company coals and objectives or may be directed from time to time by the Finance and Administration Manager and/or General Manger.

Measures of performance:

Evidence of that the Finance/Office Administrator of COPPERA, LLC is performing in an acceptable manner includes, but is not limited to the following:

  • The Finance/Office Administrator is maintaining acceptable performance against all established metrics under the Finance and Administration function control; specific goals and objectives for these metrics will be established by the Finance and Administration Manger and revised annually. The metrics may include, but are not limited to:
    • Cost control: amount (and/or percentage) over/under budget for company overhead expenses
    • Credit management: bad debt write-offs as a percent of annual revenue
    • Accounts receivable management: average days to collect compared to goal
    • Accounts payable management: average days to pay compared to goal
    • Cash management: average outstanding balance of line(s) of credit compared to goal
    • Cost of working capital: interest expense paid by the company compared to goal
  • All financial information is entered into the company’s accounting system accurately and timely. All required and requested financial reports are generated and distributed to the appropriate managers in a timely manner
  • The Finance/Office Administrator conducts themself professionally and maintains effective customer, trade, employee, and community relations at all times. They always maintain professional appearance and demeanor .

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