Andrea Gordon-Wade

Fort Ann, NY *****

ad00sl@r.postjobfree.com

518-***-****

Self-driven, detail-oriented, data-driven administrative professional with over 15 years of experience in finance, accounting, human resources, and office management. Excel in building successful, profitable, and lasting customer relationships, increasing revenue. A resourceful and tech-savvy team player with a track record of success in managing vendor and customer accounts, preparing accounting documents, and maintaining employee, vendor, and customer relations. Contact Info:

518-***-****

ad00sl@r.postjobfree.com

Work Experience

Office Manager/Accounting

Hour Electric Company, Inc. - Fort Edward, NY

April 2023 to Present

• All functions of accounting [A/R, A/P, Payroll, Quarterlies, etc]

• Review existing procedures to identify areas for improvement.

• Increased cash flow by finding efficiencies in billing and reducing collections outstanding.

• Maintain the company’s filing system to ensure it reflects accurate data.

• ACH Origination - Verify and approve payroll.

• Union Benefits.

• Created Excel spreadsheets to reduce human error.

• Created new forms for use company-wide [Adobe Acrobat Pro]

• Complied and filed for ERC with consultant- resulting in a significant return.

• Found and fixed errors in the accounting system resulting in savings.

• Reconcile bank/cash accounts.

Accounting

Piping Mechanical Inc. [PMI] - Wilton, NY

January 2011 to Present

Minimal work as PMI is a holding company- approximately 10+/- hours a year.

• Prepare and file year-end reports [1099 NEC, 1099 MISC].

• Reconcile bank/cash accounts.

• Enter general journal entries.

• Note receivable.

• Pay bills.

Accounting/Human Resources

Russell M Wade Building Contractor, LLC - Fort Ann, NY January 2003 to Present

Part-time, evening/weekends as needed.

• Same as R.F. Gordon Mechanical LLC [listed below] but on a smaller scale as Russell M. Wade Building Contractor LLC is a small residential, light commercial, agricultural contractor [non-union]

• Handle Simple IRA contributions.

• Analyze health insurance plans each year and collectively make the best decision for both employee and employer.

Accounting, Finance and Human Resources

R.F. Gordon Mechanical LLC [RFG, LLC] - Wilton, NY January 2011 to April 2023

Accounts Payable Management – all phases of A/P, including but not limited to

• Receive/enter vendor/subcontractor bills, credit card receipts and automatic payments.

• Process weekly vendor/subcontractor check run utilizing discounts when applicable.

• Correspond with new and existing vendors/subcontractors.

• Negotiate discounts with large vendors if a discount is not already in place.

• Complete credit applications for new vendors.

• Obtain information needed and enter in the accounting system any new vendors and subcontractors.

• Issue purchase orders. Track and verify purchase orders; if any overage, discuss with the PM

• Obtain Waiver of Liens from vendor/subcontractors depending on project Accounts Receivable Management – all phases of A/R, including but not limited to

• Invoice customers through QuickBooks [Firm Price and Time & Material]

• Monthly AIA billing per schedule of values [SOV] - done in Excel. Recorded into QuickBooks for internal reference as two invoices - 1. contract amount less retainage for the month, 2. retainage for that month.

• Monthly OGS system billing performed through NYS portal - Recorded into QuickBooks for internal reference.

• Receive, apply customer payments, and record bank deposits in QuickBooks.

• Bank run

• Obtain necessary information to set up new customers in the accounting system.

• Correspond with existing customers.

• Collections

Finance/Human Resources

• Set up new/maintain returning employees- obtain necessary paperwork from union hall and employee, verify/update union rates and benefits per contract, enter information into NYS New Hire, etc.

• Payroll [processed in-house using QuickBooks]- enter time, cut paychecks [weekly/layoff], file payroll taxes [weekly and for layoffs], garnishments.

• Prepare and file all company forms: quarterly payroll returns [941, 940, State, Disability, FMLA] and year-end reports [W2/W3, 1099 NEC, 1099 MISC, LLC filing fee, Biennial]

• Prepare and process Sales and Use Tax,

• Execute bank transfers.

• Run certified payroll and submit to customers.

• Union Rates- obtain new bargaining rates [each May] for both Local 773 and Local 7. Update active employees in QuickBooks with new rates and benefits.

• In Excel- enter and calculate new charge out rates for T&M work

• Provide the Estimating department new charge out rates for use in their bids and “projected” rates when a contract spans over years.

• Reconcile all bank accounts, credit cards accounts and union benefits.

• Enter general journal entries as needed, including but not limited to: depreciation and accruals/ reversals for FYE.

• Prepare WIP schedule.

• Cost Accounting.

• Prepare all documents and statements requested from the CPA for use in the FYE Reporting/financial statements - upload to CPA portal and answer needed questions if such should emerge.

• Supply Bank and Bonding Agent with FYE documentation. Follow up to make sure the bank and bonding agent obtain the information needed from owners. Supply WIP and completed contract schedule to bonding agent.

• Handle necessary documents for insurance renewal- GL applications.

• Workers Compensation Premium Credit Application [CPAP credit]

• Prepare and handle yearly audits for workers compensation and general liability.

• Add/update chart of accounts [COA].

• Set up and account for new and paid off loans.

• When necessary, deal with and oversee “special” audits [union audits, NYS Sales/Use Tax].

• Depending on project- maintain and report monthly/quarterly- M/WBE, SDVOB and EEO.

• Verify jobsite trailers and field foreman/PM are compliant and have access to OSHA, local, state, and federal posting laws.

• Make sure the field foreman and PM have a supply of single time sheets, triplicate timesheets, new hire packets and accident packets.

• Prepare and maintain copies of safety documentation [Toolbox Talks] for field foreman- depending on the project requirements.

• Maintain safety records/OSHA logs.

• Handle Vehicle/Trailer Registrations, DOT and HUT paperwork/payments.

• Handle workers compensation claims/first aid.

• Log in and update yearly the NYS Emergency Contract Bid System and NYS Contract Reporter. Administrative Assistance/Assist Project Managers

• Provide administrative assistance to the estimator/project manager.

• Compile and submit safety handbook to customers.

• Review job leads [Dodge Reports] for prospective jobs.

• Order plans for upcoming bids and solicit interest to subcontractors/vendors.

• Send specs to the insurance agent to see if additional insurance is required- if so, make estimators aware of additional insurance.

• Submit for bid bonds.

• If applicable- place ads looking for Minority Disadvantaged Subcontractors/Suppliers. Log and document all efforts made [call/email/fax] when soliciting M/WBE and SDVOB.

• Handle, with assistance from the PM, the contractor information management system [ISNetworld and AVETTA].

• If needed, assist with bidding on projects. Worked on the estimating program data set to ensure it was compatible to our needs- not all UPC codes matched up with our manufacturers UPC codes, some by- products needed to be entered/removed, entered our labor factors, enter new materials if needed, as the program only went up to a certain size for pipe and fittings. Post Contract Award

• Complete “Contractor's Qualification Statement” per bid documents, when applicable.

• Request performance/payment bonds and insurance per contract requirements.

• Generate purchase orders for subcontractors/suppliers in QuickBooks for large projects.

• Construct subcontractor agreements to go with the purchase orders.

• Obtain the schedule of values from PM- enter on the AIA for approval by architect/construction manager.

Misc

• Order office supplies; Order field PPE-safety glasses, gloves etc;

• Assist co-workers with minor computer issues- Assist other employees in the building with minor computer issues/questions.

• Order Christmas cards/calendars, update list [MS Access], print on label and bulk mail. Accounting/Human Resources

R.F. Gordon Mechanical Inc. [RFG, Inc] - South Glens Falls, NY February 1994 to December 2010

• Same as above R.F. Gordon Mechanical LLC

• Handle Simple IRA contributions and health insurance.

• Obtained samples and pricing for company shirts/hats – placed orders.

• Christmas Annual Party- arranged/booked venue, send out invites, purchased gifts, organized raffle. Education

Associate in Science (AS) in Business Administration SUNY Adirondack [Prior Name: Adirondack Community College] Certifications and Licenses

NYS Notary Public

June 2003

Notary Public, State of New York

NO. 01G06093413

Qualified in Washington County

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