Experienced Office Manager/Bookkeeper (3 YRS MIN EXPERIENCE)

About Earthshare Construction

Earthshare Construction LLC, is a leading residential construction and weatherization company serving the greater Upper Valley region of New Hampshire and Vermont. We focus on delivering sustainable solutions and a high level of quality and craftsmanship with every project. Earthshare offers pre-construction planning, design/build, construction management, and integrated project delivery services. With our knowledge of Passive House and Deep Energy Retrofits, we are equipped to bring cutting-edge building science to our customers. Earthshare takes pride in creating healthy and comfortable spaces for our customers so they can maximize long-term building efficiency and live lightly on the earth.

Position Summary

Earthshare Construction LLC is seeking a highly skilled Office Manager to oversee all company bookkeeping and financial reporting. The Office Manager will be instrumental in keeping the Earthshare financial functions, our office, and our management team running smoothly and efficiently. Primary responsibilities include: accounts receivable, accounts payable, payroll, client invoicing, subcontractor paperwork, insurance tracking, benefits management, admin support to management team, and overall office coordination. The ideal candidate has at least 3 years of bookkeeping experience in the construction industry, can work independently, and can prioritize numerous responsibilities at once. While QuickBooks Desktop or Online Certification is not required, comprehensive knowledge of QuickBooks Online including financial reports generation is critical.

Desired Skills and Competencies

Financial:

• understands the Earthshare sales and production processes and how best to support them through accurate bookkeeping and information sharing
• enters each project’s contract, cost codes, allowance, and change order information into QuickBooks in a timely fashion
• assembles client invoicing for pre-construction and construction jobs, maintaining systems for both Time and Materials invoicing and Fixed Price Contract invoicing; tracks and enters payments
• tracks past due receivables and works with clients/project team on collection strategies
• manages vendor relationships, including entering and paying invoices, maintaining store accounts, and updating employees authorized to use accounts
• manages subcontractor relationships, including entering and paying invoices, collecting certificates of insurance and W9s, and issuing 1099s
• produces financial reporting: biweekly estimate-to-actual job cost accounting, end-of-job cost accounting, monthly and/or quarterly profit and loss statements, and revenue projections
• partners with management team to assemble annual Operating Budget
• reconciles credit card and bank accounts with an eye towards managing adequate cash flow
• prepares documentation for tax, insurance, and legal filings as needed; registers Annual reports with VT & NH secretaries of state
• coordinates with tax accountant to make quarterly estimated tax payments

Human Resources:

• works with Operations Mgr to onboard new employees and enter/file appropriate paperwork
• imports employee time sheets from Tsheets and prepares biweekly payroll
• administers SIMPLE IRA plan, filling out forms, sending and processing payments
• administers QSEHRA benefit, providing support to employees as needed, and filling out forms, sending and processing payments
• administers all Worker’s Compensation insurance claims
• coordinates and completes Workers Compensation and General Liability Insurance audits and appeals

Office:

• answers the office phone and email, providing exceptional customer service to clients
• provides administrative support to the management team
• maintains organizational systems for vital company operations: store accounts, credit cards, etc
• creates and maintains a company-wide database of company contacts: customers, vendors, architects, referrals, etc.
• copies, scans, files, and keeps hard copy documents organized, staying up-to-date with all appropriate record-keeping, paperwork, and filing
• stocks office with needed supplies
• retrieves, opens, and distributes incoming mail from company mailbox daily; prepares outgoing mail; maintains mail supplies (labels, envelopes, postage)
• stocks company stationery, other printed promotional materials, and company-issued clothing for employees

Technology and general:

• tech-savvy with experience using Google Suite, Microsoft Office, and Construction Management Systems such as Contractor Foreman or equivalent
• ensures that all documentation and digital files in Google Drive are well-organized and accessible to the management team
• maintains all critical login and password information for computers, apps, and online accounts in secure password manager
• highly resourceful with the ability to manage concurrent projects and juggle competing priorities
• a strong work ethic, attention to detail, excellent problem-solving skills, a positive attitude, and aptitude for both independent and team-oriented work
• maintains a high degree of integrity and confidentiality with sensitive information

Schedule, Wage, and Advancement

An Office Manager is expected to work a minimum of 35-40 hours per week during the business hours of 7:30am–5pm on weekdays. The pay range is $28-$42/hr, depending on experience, with room to advance. Feel free to inquire about our starting wages and the many other benefits of working at Earthshare, including but not limited to: paid vacation time, paid sick time, 7 paid national holidays, paid volunteer time, a Simple IRA retirement plan with 3% company match, a Health Reimbursement Account, and an annual tool allowance.

Earthshare is a small company that recognizes the value of our employees and the importance of growth in the workplace. We provide knowledgeable mentors, a collaborative atmosphere, and advancement opportunities such as in-person and online trainings, certifications, and leadership opportunities.

To apply, please send an interest letter (Why Earthshare? Why this position?) and a brief resume or list of experience to Annie (annie@earthshareconstruction.com). We will review applications on a rolling basis until the job is filled.

Job Type: Full-time

Pay: $28.00 - $42.00 per hour

Benefits:

• 401(k) matching
• Health savings account
• Paid time off
• Professional development assistance
• Tuition reimbursement

Application Question(s):

• What are 3 words or word phrases you'd use to describe yourself as an office manager/ bookkeeper?
• Please list 2-3 dates and time ranges you could do in an interview.
• What interests you about working for Earthshare Construction, a construction company committed to energy-efficient, high-performance residential building?

Experience:

• Bookkeeping: 3 years (Required)

Ability to Commute:

• Lebanon, NH 03766 (Required)

Work Location: Hybrid remote in Lebanon, NH 03766