Be Our Office Manager & Bookkeeper

Would you like to work with people in a company out to make a difference? We ask, because this is an opportunity to step into and play a significant role in supporting a mature design/build practice with an established and awarded reputation for creating high performance new homes and residential remodels in central CT. Homes that aim to redefine what makes a good home great.

Do you like it when everything adds up? If so, you’ll be happy assuring that all the financial details of the company are reliably in order. There is a lot to keep track of and your job will be to assure it all makes sense. This means directing every dollar that comes and goes to its proper account. From there you’ll be equipped to generate reports that are essential to guiding the business.

Sure the details matter, but so does the big picture. Yes, you will definitely be in the weeds keeping our financial garden groomed and nourished. But we will also depend on your ability to help us draw conclusions from the story the numbers tell. Your analysis helps us make critical strategic decisions.

Order and organization create the setting in which we all thrive. We rely on robust systems that keep everything we do aligned. You’ll keep them all on track. Keeping the office in working order, with supplies stocked and equipment working makes us all happy. The same goes for document organization and accessibility; everything in its right place. Does that put a smile on your face?

Communication sustains good relationships. You will be working with our accountant, insurers, and all the trades and vendors who we hire and manage. You’ll help us take good care of our clients. Your smile will be aimed at all of them.

If this is you, you are a collaborator. You are self motivated and self managing. You don’t wait around to be told what to do. You embrace our shared mission and contribute your imagination and experience to what is, by design, a shared endeavor. You want to show up for this journey with folks like you; devoted, accomplished, and experienced professionals who are all in. In short: you’re one of us.

APPLY FOR THIS JOB

Are you interested in joining Wolfworks in this role? We’d like to start by getting to know you, the experience you expect to bring to this job, and offer you an opportunity to ask more about Wolfworks and this role. If you fit the profile for the role, we will invite you to share more details about your work experience, your resume, your references, and how you think you’d fit in here. We’ll also follow up if the fit doesn’t seem right.

WOLFWORKS OFFICE MANAGER & BOOKEEPER

Wolfworks designs and crafts right sized homes of lasting beauty that harvest the sun to produce as much energy as they use, with barefoot comfort, health, durability, and energy security baked in. Our Office Manager and Bookeeper assure that our financial house is in order, the data we rely on is ready for analysis, our office is organized and well supplied, our documents are easy to locate and distribute, we are in full compliance with all government and insurance regulations, and we are communicating successfully with our clients and collaborators.

ROLE BEHAVIORS (what will we see someone in this role doing)

BOOKEEPING

  • Input into Quickbooks all information necessary to manage:
    • Timesheet and Payroll
    • Accounts Payable
    • Accounts Receivable
    • Vendor Accounts
    • Customer Statements
    • Project and Division Job Costing
    • Profit & Loss/Balance Sheet
    • Bank Reconciliation
    • Federal, State, and Local Reporting
    • Insurance Reporting
    • Corporate Reporting
    • Other Financial Analysis Reporting
  • Maintain financial records of all company activities according to generally accepted accounting principles
  • Manage and maintain accounting software

KEY ACCOUNTABILITIES

  • Complete accurate data input and required data processing according to an established schedule relevant to each task

FINANCIAL REPORTING

  • Generate reports necessary to evaluate company performance including Balance Sheet, Income Statement, Job Costs, Cash Flow, AR/AP, etc.
  • Periodically review company bookkeeping with consulting accountant
  • Meet legal requirements of State and Federal reporting and payment
  • Provide necessary audit reports as required by insurers and government agencies
  • Develop and assist in creating reports that provide insight into the functioning and performance of the company

KEY ACCOUNTABILITIES

  • Generate accurate reports according to an established schedule relevant to each task
  • Development and production of new reports in response to perceived needs 

BUSINESS SYSTEMS

  • Establish and maintain manuals for operational workflows and document organization
  • Update systems used to manage project data, cloud based office systems, trade partner record keeping, and document organization

KEY ACCOUNTABILITIES

  • Written documentation of all operational system procedures
  • Data necessary for project and office system management is up to date

RECORD KEEPING

  • Organize and maintain all contract documents
  • Organize and maintain all invoices and records of company transactions
  • Organize and maintain updated Workers Comp and Liability Certificates of Insurance
  • Organize and maintain updated insurance policies and records
  • Organize and maintain timely employee, supplier, subcontractor, and client records

KEY ACCOUNTABILITIES

  • Up to date and accessible Contract Document files
  • Up to date and accessible records of company financial transactions
  • Up to date and accessible records of subcontractor insurance compliance
  • Up to date and accessible records of company insurance policies and related records
  • Up to date and accessible employee, supplier, subcontractor, and client records

OFFICE ORGANIZATION

  • Organize and maintain office administrative filing system
  • Maintain support relationships to assure the functioning of all office equipment
  • Assure adequate office supplies are maintained
  • Procure office equipment as required to assure the efficient operation of the office

KEY ACCOUNTABILITIES

  • Up to date and accessible files related to office administrative functions
  • Required office equipment available and functioning properly
  • Required office supplies in stock

COMMUNICATION

  • Process and distribute incoming mail (including email)
  • Provide clients with periodic statements of account and respond to inquiries
  • Notify subs of renewal of Cert. of Ins.
  • Correspond with professional consultants, insurers, financial institutions, and office maintenance subs as required by company operations
  • Meet on a periodic basis with other Wolfworks departments to assure clear communication, gain insight into areas of concern, and participate in providing solutions

KEY ACCOUNTABILITIES

  • Clear and accurate client account statements issued according to contract commitments
  • Record of subcontractor notification and receipt of insurance compliance
  • Record of correspondence with professional consultants, insurers, financial institutions, and office maintenance subs as required by company operations
  • Record of attendance, participation, and followup to issues of concern at company staff meetings relevant to areas of responsibility as recorded in meeting minutes

EVALUATION

  • Perform weekly evaluation of billable hours and active job costs
  • Perform monthly evaluation of company performance
  • Monitor status of cash position and develop strategies to manage cash flow
  • Participate in the development of company operating budgets and monitor against performance and conditions that would require adjustments to the budget
  • Monitor gross profit and net profit performance
  • Participate in establishing billing rates and monitor against performance

KEY ACCOUNTABILITIES

  • Weekly and monthly reports produced on time
  • Cash flow monitored and accounts maintained in consultation with owner
  • Produce company operating budgets and monitor profitability in consultation with owner
  • Produce evaluation of billing rates quarterly and anticipate necessary adjustments

ADDITIONAL RESPONSIBILITIES (NICE BUT NOT NECESSARY)

  • Assist in maintaining the company website
  • Help manage social media posting and engagement
  • Assist in developing and executing elements of marketing campaigns
  • Assist in tracking engagement with Customer Relationship Management system
  • Contribute to the development and use of information technology

KEY ACCOUNTABILITIES

  • Keep website current
  • Track social media engagement
  • Track sales and marketing data and provide analysis
  • Track CRM engagement and associated campaigns
  • Monitor functional use of information technnology

WOLFWORKS MISSION

Wolfworks intends to be driven by these distinct missions

  • Provide people with guidance and information about creating a great home based on our experience and values
  • Serve them by managing that process with imagination, deliberation and clarity
  • Design and construct “right sized” homes that use space and energy responsibly
  • Collaborate with and support qualified trade partners who contribute technically and professionally
  • Construct trade relationships that deliver value beyond the transaction to all parties
  • Constantly seek to evaluate and improve the ways in which we serve our mission, practically and profitably
  • Participate with our peers in understanding and promoting the work of making good buildings

HOW WE WORK TOGETHER AT WOLFWORKS

Wolfworks is a collaborative enterprise. While we each play distinct roles, those roles depend on our engaged support for and understanding of how they are entwined. We depend as much on our collective “know why” as we do on our individual “know how.” In that sense, at any given time, we are in effect reporting to each other. While this role is largely intended to provide support to the lead designer and project manager, there will be many ways in which initiative and leadership responsibility will be developed and delegated to the person in this role.

SALARY & BENEFITS

  • $60-70K ish based on qualifications (Based on full time at hourly rate).
  • Holidays, Vacation, Education, and IRA.
  • Health Insurance is balanced against salary (if existing personal policy is maintained)

     

     

      APPLY FOR THIS JOB

      Are you interested in joining Wolfworks in this role? We’d like to start by getting to know you, the experience you expect to bring to this job, and offer you an opportunity to ask more about Wolfworks and this role. If you fit the profile for the role, we will invite you to share more details about your work experience, your resume, your references, and how you think you’d fit in here. We’ll also follow up if the fit doesn’t seem right.

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