Office Manager

Administrative / Administration Detroit, Alaska


Description

Position at Ainsworth

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the Ainsworth, a subsidiary of GDI, team today!  
   
Position Summary:
The Office Manager is an operationally, all-encompassing role that supports branch operations by maintaining and growing support systems, staff supervision and responsible for managing the accounts of a Projects by overseeing supplier contracts, evaluating production costs, and verifying invoice statements.  In this role, you'll be Working closely with team members to ensure the administration of multiple back-office processes are executed accordingly to ensure that the business delivery cycle flows accordingly and KPI’s are tracked and met.
 Responsibilities:
  • Partner with business leaders to identify improvement opportunities within the branch’s service delivery model.
  • Accountable for the daily actions required to facilitate the successful execution of accounting, payables and receivable duties; supervise office staff; perform human resources functions, including payroll processing; and assist the Director of Operations in overall functions of the office. 
  • Providing weekly updates to management
  • Manage and hold team members accountable for meeting set KPI’s, acting as a back-up to support peak volumes or during staffing shortages as necessary.
  • Ensure team members are equipped to complete assigned tasks and meet established KPI’s.
  • Management and approval of the vacation and attendance tracking for team members ensuring coverage is not impacted.
  • Support AR/AP and handle all disputes to bring a quick resolution by engaging different departments and providing the managers with the information they require to decide on how to proceed.
  • Oversee monthly evaluation and reconciliation of P Card activity, providing necessary reporting and information to management as required and ensuring compliance with established policies.
  • Assist in review and formatting of internal and external documents pertaining to Contracting including subcontractor qualifications and documentation according to company standards.
  • Manages security clearances for all related 3rd party sub-contractors as well as inhouse applicable in-house technicians.
  • Collaborate closely with the project manager to establish and maintain a comprehensive, cost-effective budget for the project.
  • Ensure that budgetary allocations align with project requirements and objectives, facilitating efficient resource allocation.
  • Perform essential accounting tasks throughout the project lifecycle, including the preparation of accurate invoices, estimation of cash flow, and approval of purchase orders.
  • Monitor financial transactions and promptly integrate unforeseen costs into the budget, ensuring accuracy and transparency.
  • Conduct detailed analysis of all financial transactions, systematically incorporating unexpected expenses and adjustments into the project budget.
  • Utilize your financial expertise to provide insights and recommendations that contribute to effective budget management.
  • Maintain meticulous records of all project-related financial activities, ensuring their accuracy and completeness for both internal and external audits, as well as tax reporting.
  • Prepare insightful cost analyses by skillfully interpreting and synthesizing project financial data and information, offering valuable perspectives to inform decision-making.
  • Identify and assess potential financial risks and budgetary discrepancies, promptly reporting findings to management for thorough review and appropriate action.
  • Maintain an organized Change Order log, diligently documenting and tracking any modifications to project scope or budget.
  • Actively follow up on Change Orders, ensuring their accurate incorporation and appropriate financial adjustments.
  • Scrutinize vendor packing slips and match them meticulously to corresponding invoices, verifying the accuracy of billing and facilitating smooth financial operations.
  • Develop and nurture strong, collaborative relationships with vendors and suppliers, ensuring effective communication and cooperation throughout the project lifecycle. 
  • Perform other duties as assigned by Management.
Qualifications:
  • An associate degree in accounting, Finance, or a related field; CPA or relevant certification is a plus.
  • A minimum of 5 years' experience in private or public accounting is preferred.
  • Familiarity with accounting software, such as QuickBooks and NetSuite Proficiency in financial management software, accounting systems, and Microsoft Excel.
  • A certification in construction accounting is preferred.
  • Strong understanding of accounting principles, revenue recognition, and financial reporting standards.
  • Undergraduate degree in Business Administration or equivalent experience.
  • 2+ years relevant experience in a related environment.
  • 5+ years in a leadership or supervisory capacity within a related environment.
  • Strong computer skills
  • Skilled in the Microsoft Office suite
  • Proven ability to communicate effectively with a diverse group of internal and external individuals.
  • Excellent written and verbal communication and the ability to document information and instruction.
  • Team Focus - Capable of building relationships at all levels within the organization.
  • Ability to work in a fast-paced, evolving environment.
  • Detail orientated with superior organizational skills
  • Ability to work well under stress, complete assignments accurately and work independently.
While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.  
Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.  
Ainsworth is an integrated multi-trade company, offering an end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.  
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