Hours

• Schedule Flexibility for 3-5 days a week, [18-25 hours per week] In office position with Wednesday mandatory

Reception

• Answer and announce telephone calls, greet clients/vendors/consultants/guests
• Order office supplies and stationery
• Assist with overnight package(s) and/or same day courier services
• Coordinate Lunch & Learn presentations, AIA certified courses by Manufacturer Representatives

Marketing

• Maintain I-Contact email database
• Maintain Unanet Contact database and client information
• Maintain Outlook database for firmwide access

Accounting (Unanet Accounting and Payroll Software)

• Accounts Payable – process incoming bills and monthly recurring payables, issue payments to vendors/consultants weekly and staff reimbursements monthly
• Accounts Receivable – monthly basis: assist with billing, issue Aging Statements to clients, post In-House transmittals costs per project
• Balance bank statements: checking, savings, money market
• Unanet Software – Open New Projects; Manage Existing projects and billing; Add Employees, Clients, Firms, Salary/Billable Rate changes

Office Management

• Maintain personnel file records
• Edit timesheet entries from marketing to actual projects once prospect becomes a signed deal
• Process bi-weekly payroll, including personal time off, accrual breakdown and labor allocations
• Process bi-weekly 401(k) employee contributions, loan repayment and company matching funds
• maintain Employee enrollments with benefit providers including health, dental, and Life/LTD/STD, and 401(k) plans – and adjust payroll deductions accordingly
• Maintain Employee Handbook updates

Qualifications

• General accounting knowledge
• Proficiency in Microsoft Suite of Software – Word, Excel, Outlook, etc.
• High school Diploma