Bookkeeper/ Office Administrator Job

$78,000 - $85,000/Yr

Armstrong World Industries - San Rafael, CA

Full-time - Entry Level

San Rafael, CA

Wood Product Manufacturing

About the position

BŌK Modern, a subsidiary of Armstrong World Industries, is seeking an exceptionally organized and detail-oriented Bookkeeper/Office Administrator to manage our office operations in San Rafael, California. This full-time position requires a self-motivated individual with a strong work ethic and a problem-solving attitude. The ideal candidate will thrive in a service-oriented environment, demonstrating professionalism, punctuality, and loyalty. This role is crucial for ensuring the smooth operation of our office and supporting our team in various administrative and bookkeeping tasks. In this position, you will be responsible for a range of bookkeeping duties, including assisting with weekly billing to customers, analyzing monthly and quarterly financials, managing accounts payable, and preparing bi-weekly payroll through ADP. You will also assist in year-end audits and reconciliations, ensuring compliance with all regulatory requirements. Your role will involve tracking the budget for internal expenses and reconciling bank accounts, which are essential for maintaining the financial health of the organization. Additionally, you will take on office administration and HR-related responsibilities, acting as the primary point of contact between Corporate Human Resources and BŌK Modern. This includes tracking employee attendance, managing insurance policies, supporting recruitment efforts, and overseeing employee onboarding and offboarding processes. You will also coordinate employee appreciation activities and manage communication regarding health insurance and 401K enrollments. This position is on-site, requiring you to be present in the San Rafael office five days a week. You will work closely with the Sr. Account Manager and the HR team, contributing to a collaborative and supportive workplace culture that values each employee's contributions to the company's success.

Responsibilities

• Assist with weekly billing to customers.
• Analyze monthly and quarterly financials of pertinent COGS and expense accounts to increase profitability and decrease unnecessary expenditures.
• Track the 2024 budget for internal expenses.
• Manage Accounts Payable and process bi-weekly check runs.
• Prepare year-end audit and accounts reconciliations, including all supporting documents and regulatory compliance.
• Prepare bi-weekly payroll through ADP and enter journal entries.
• Record credit card entries and reconcile bank accounts.
• Track employee attendance and manage vacation accruals.
• Act as the primary HR contact between Corporate Human Resources and BŌK Modern.
• Keep all insurances current and research new insurance options when needed.
• Engage with employees on issues relating to pay, benefits, and employee relations.
• Support recruiting efforts, including setting up interviews and managing onboarding and offboarding processes.
• Manage communication, education, and enrollment of health insurance and 401K plans.
• Coordinate employee appreciation activities, including location selection, menu decisions, and budget management.
• Make travel arrangements for Principals and staff as requested.
• Coordinate staff lunches, meetings, and events, and order office supplies.

Requirements

• Minimum 3-5 years' experience in office administration and accounting.
• Proficiency in QuickBooks is a must.
• Experience in an architectural, construction, or design firm is a plus.
• Ability to prioritize, multi-task, and work in a fast-paced environment.
• Proficient in Microsoft Word and Excel.
• Excellent verbal and written communication skills.
• Outgoing personality with the ability to work independently in a fast-growth environment.
• Strong problem-solving skills and ability to communicate effectively with customers, contractors, and project managers.
• Ability to manage multiple deadlines and coordinate with cross-functional teams.

Nice-to-haves

• Experience in HR administration or related fields.
• Familiarity with payroll systems and employee benefits management.

Benefits

• 100% paid Medical & Dental insurance.
• Vacation and sick time/PTO.
• Standard paid holidays.
• Staff lunches/breakfast and happy hour.