Accounting / Administrative Assistant at M&C Drywall.Inc

Job Description

Role Summary:

The Accounting / AP administrative assistant will handle QuickBooks & Excel accounting entries, monitor the status of vendor accounts, maintain accounting systems, complete reconciliations, process payroll and HR related items, assist in the elevation of the company, and directly support the office of the Controller and CEO.

Essential Duties Include, But Are Not Limited To

• Performs day-to-day office responsibilities, bookkeeping and accounting entry into QuickBooks Contractor Edition accounting system, ensuring accurate and consistent information is available for timely accounting processes to be performed.

• Coordinates and executes accounts payable role functions by making sure all incoming documents are received, coded, recorded into QuickBooks and organized properly, ensuring all outgoing payments are accurate and on time.

• Assists the Office Controller with annual financial and tax audit preparation, including monitoring records throughout the year to validate that all records have been well documented and filed properly.

• Prepare and files all annual and quarterly City B&O taxes, processing monthly State B&O and sales/use tax payments helping to ensure payroll tax filings are filed correctly, and more.

• Files all annual and quarterly business license renewals, ensuring all communications are organized and filed correctly.

• Knowledge and help in the practices for proper reconciliation of the QuickBooks accounting system each period based on established End of Period processes.

• Assists the Office Controller with more complex accounting entries as directed, including accruals and allocations; researches and proposes solutions for bookkeeping issues that may arise.

• Responsible for organizing records from past periods and ensuring all documents - past and current are stored in an organized manner.

• Assists with banking tasks such as processing and documenting deposits, filing and storing banking records, and more.

• Provides support to office staff with payroll inquiries, timekeeping questions, and more.

• Responsible for daily organizing and filing of all M&C Drywall, Inc. and M&C Staffing, LLC records, including payroll records, vendor invoices, banking paperwork, human resources files, and more.

• Process and follow ESD and L&I claims,

Non-essential duties: Assists with other office activities as directed.

Organizational & Supervisory Responsibilities

• Maintains thorough understanding of office policies, including the continued development of an official employee handbook; follows policies and naturally leads by example.

• Ensures that all accounting best practices are being followed in all processes.

• Will manage payroll submissions and reporting for self and field team, including timely validation and submission of all time sheets for processing, providing additional coverage of payroll obligations as needed.

Supervision Received: This position reports directly to the Office Manager/Controller and CEO of the company.

Educational Qualifications: Certificate or Associate degree (or higher) in accounting, construction accounting, bookkeeping, or other related field with at least two years of related professional experience; or an equivalent combination of education and professional experience sufficient to successfully perform the essential duties of the job as listed.

Position Qualifications

• Demonstrated ability to analyze and resolve standard office administrative and procedural challenges

• Familiarity with standard office administrative practices and procedures, including the proficient use of standard office equipment and general records management principles and practices

• Demonstrated proficiency with Microsoft Office suite, with advanced Excel skills

• Demonstrated ability to work effectively autonomously

• Demonstrated ability to learn, understand, and utilize computer applications related to the organization, including financial accounting systems and project management systems

• Demonstrated proficiency with business arithmetic

• Strong aptitude for clear and effective communication

• Commitment to maintain confidentiality and a high degree of accuracy

• Ability to take initiative and use independent judgment within established policy and procedural guidelines

• Strong self-motivation and independence in carrying out responsibilities, organizing and prioritizing multiple tasks, and meeting deadlines

• Excellent interpersonal, presentation, relationship-building, and communication skills - both written and verbal - which transcend diverse audiences

• Demonstrated ability to maintain a professional demeanor, especially while working in a fast-paced environment of constant demands and frequent interruptions

• Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation, and positive reactions to change and conflict resolution

• Outstanding attention to detail

• 2+ years of experience with QuickBooks Software systems required

• Experience with construction or drywall accounting/bookkeeping a plus

• Experience with Procore Construction Management Software a plus

• Fluency in the Spanish language is a plus

Physical Requirements: Long periods of being in a stationary position; operating a computer and other office equipment; frequently moving to/from supporting work areas; occasionally ascending/descending stairs to the storage area; frequently communicating by phone and email; frequently remaining in a stationary position during meetings, discerning meeting content, expressing oneself, and exchanging accurate information; occasionally moves office supplies and/or equipment weighing up to 25 pounds.

General Sign-off

• The employee certifies that they can - with or without reasonable accommodation - perform the essential job duties as listed above.

• The employee is expected to adhere to all company policies and to act as a role model in the adherence to such policies.

• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

About the Owner and M&C Drywall

M&C Drywall, Inc was originally established in 2001 as a small drywall repair company. Since then, the business has grown to providing top quality workmanship on all levels of drywall estimating, planning, scheduling and installation including top tier painting services.

The company was founded by entrepreneurs: Alex Mejia (President /CEO/General Manager) and Andres Hernandez (Superintendent/Quality Control Manager). Alex has worked in the drywall industry all his life, achieving his Master’s in Business Management as he built the company to success. Andres has over 20 years of experience in the drywall industry, and is the last person to review work before signing it off to the customer. Being one of the founders, it has made a difference in the end-product, ensuring that the service we provide will consistently meet and exceed our customers' expectations.

The M&C vision has always been to create a well-respected company, providing top-notch workmanship and service, while giving our employees a place they can be proud to be a part of in an environment that fosters growth and happiness.

We are always looking for ways to improve our workmanship, increase our customer service rating, and innovate to elevate the business. Because of this, many of our team members have been with us since the company's inception, growing with the company. If you feel like you meet the needs that we have listed, join us in keeping this business one of the top specialized companies in the drywall business today!