AppleOne is hiring for an experienced Office Administrator in Tampa, FL. This role is fully onsite, and requires prior experience in Bookkeeping and general management of all office functions. Prior experience in construction is highly preferred.
\n \nPosition Summary
\nThe Office Administrator / Bookkeeper supports daily business operations by maintaining accurate financial records, coordinating project documentation, and providing administrative support to the President, Operations Manager, and staff. This role manages bookkeeping, accounts payable and receivable, payroll and benefits administration, and financial reporting, while supporting construction projects, office and warehouse operations, and company compliance requirements.
\n \nDuties and Responsibilities
\nBookkeeping and Financial Administration
\n• Maintain accurate and timely financial records in QuickBooks, including daily transaction entry and reconciliation of bank statements and bookkeeping accounts.
\n• Manage accounts payable and receivable, process invoices, and ensure payments are made on time.
\n• Create estimates in QuickBooks for awarded owner contracts using integrated systems.
\n• Enter owner payment applications in QuickBooks, track outstanding balances, and follow up on payments.
\n• Process subcontractor payment applications through the integrated RedTeam system.
\n• Administer payroll and employee benefits.
\n• Prepare accounts payable, accounts receivable, and other financial reports as needed.
\n• Process credit applications, credit card authorizations, and check requests.
\n• Monitor Dun & Bradstreet (D&B) accounts.
\n• Generate project management system reports to support job cost reconciliation.
\n• Compile records and provide information for insurance audits.
\n \nProject and Contract Administration
\n• Maintain contract documentation, including signed subcontracts, certificates of insurance, and contractor licenses.
\n• Maintain professional relationships with subcontractors, suppliers, and project partners.
\n• Coordinate dumpster and portable restroom services for project sites.
\n• Maintain municipal permit registrations and required insurance documentation.
\n• Prepare and organize project closeout documents, including operating manuals, warranty information, and other required records.
\n• Maintain packing slips and supporting project documentation.
\n• Assist with project administration and estimating as needed.
\nOffice Operations and Administrative Support
\n• Maintain current company records, including business and contractor licenses, corporate renewals, and insurance documentation.
\n• Coordinate office and warehouse maintenance, facility repairs, equipment servicing, and supply purchases.
\n• Manage relationships with external vendors and service providers.
\n• Answer incoming calls and respond to general email inquiries professionally and promptly.
\n• Support the President and staff with meeting scheduling, remote meeting setup, meeting notes, and other administrative tasks.
\n• Maintain organized server files and records related to company overhead.
\n• Coordinate IT setup and provide basic technology assistance.
\n• Perform other duties as assigned by the Operations Manager and President.
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