Job Title: Business Manager
Reports to: Principal / Managing Director
POSITION OVERVIEW
As an integrated role in monitoring and managing the business, the Business Manager will be responsible for preparing and maintaining financial records to track the firm's assets, liabilities, profit and loss, tax liabilities, along with general administrative function and activities of the office. Additionally, this person will coordinate the benefits and payroll for the office staff of 6-10 employees. This individual will collaborate closely with the firm's leadership to maintain and expand the firm's reputation for vendor, client, and employee satisfaction.
DUTIES AND RESPONSIBILITIES
Accounting (60%)
• Performs general cost accounting for each project maintaining client/project information in QuickBooks
• Prepares monthly balance sheets, income statement, and P/L statements
• Maintains the general ledger using QuickBooks
• Codes invoices, manages AR, sets up new accounts, reconciles accounts and closes the monthly books
• Corresponds with clients to document payments
• Reconciles bank accounts at least monthly, verifies deposits and addresses inquiries from banks; makes regular bank deposits
• Reconciles cash disbursement accounts, payroll, customer accounts, and other financial accounts; manages accounts receivable collections
• Manages consultant and vendor payables coordinated with project timelines; verifies and/or completes payment of invoices and charges to the appropriate accounts
• Provides outside auditors with assistance; gathers necessary account information and documents to perform annual audits
• Files tax forms with federal, state, and local government agencies
• Coordinate with software vendor, QuickBooks, to maintain system
• Performs other related duties as required
Financial Review (10%)
• Create financial reports and facilitate weekly financial meeting with partners to include P/L, AR, AP, project analysis, and Consultant Report
• Provide forecast data on upcoming payables and receivables pulling data from QuickBooks
Human Resources Administrator (20%)
Benefits
• Administers employee insurance programs including life and health insurance plans and employee savings plan, a Simple IRA plan; plan renewal in January
• Manage Vacation and PTO payout consistent with company policy
• Advises and informs employees of changes and developments related to benefits including eligibility, coverage, and provisions; leads open enrollment communications
• Facilitates accurate and timely delivery of employer contributions and employee payroll deductions to carriers or other service providers
• Completes employee records, reporting, and other documentation required by federal, state and provider rules, and policies
Payroll
• Create and run biweekly payroll for company
• Facilitate payroll direct deposit
• Pay and e-file biweekly 941 tax payments to IRS
• File quarterly payroll reports with IRS and Florida Department of Revenue
• Coordinate annually with accountant to file annual tax returns for the company
General
• Facilitate collection of New Employee Personal and Employment Onboarding Information
• Manage Employee's Employment File, implement updates and changes to employment status and pay schedules
• Manage/Input Employee's timekeeping from Monograph (project mgmt. tool) in QuickBooks
• Manage Performance Review schedule for all employees
• Maintain up to date Employee Handbook
Office Management and Miscellaneous 10%
• Greet guests/answers phone for office offering excellent customer service
• Maintains inventory of office supplies; orders new supplies as needed
• Maintains office files; implements an efficient system for firm
• Coordinate office parties and celebrations
• Manages other insurance policies to include General Liability, Workers Compensation, and Professional Liability
REQUIRED SKILLS AND ABILITIES
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Knowledge of general financial accounting and cost accounting
• Proficiency in QuickBooks
• Proficiency in Microsoft Office Suite
EDUCATION AND EXPERIENCE
• Bachelor's degree in accounting or related field, or 5 years of experience in similar role
PHYSICAL REQUIREMENTS
• Presence in open office environment on a regular basis
• Prolonged periods of sitting at a desk and working on a computer