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Accounting Administrator/Office Manager

Purpose: This team member supports all departments within Momentum with emphasis on accounting functions and office management. This position reports to the CFO and acts as the liaison between the construction and accounting divisions. This role plays a key part in the day-to-day operations of Momentum and supports employees with their accounting and office needs. The position assists the Project Management team from the inception of all client contracts ensuring that contractual cost compliance and billing requirements are being met with the use of cloud-based ERP systems. A key component to Momentum’s success is the smooth transition of accounting information between the Project Management ERP system and PM team to the Financial Management ERP system and Owner/Client teams. This transition ensures that Momentum services their clients with a high standard of cost accounting control while accurately reporting their corporate obligations to the government and to all state authoritative jurisdictions with confidence and ease. This team member works out of our Seattle headquarters location.

Part Time to Full Time - $40-45 per hour.

To apply, email careers@momentumbuilds.com

Key Results Area – Accounting Support and Corporate Compliance

  • Maintain and establish new business and contractor licenses, registrations and renewals.
  • Complete new credit applications.
  • Update and balance the Sales Tax/B&O Tax spreadsheet for monthly and quarterly returns.
  • Submit and process sales tax returns through state agency websites and all required cities. Report correct forms and payments. Enter invoices into Sage.
  • Enter all AR deposits into Sage.
  • Enter in all project AP vendor invoicing that is not affiliated with a commitment into Sage.
  • Process on demand manual check disbursements.
  • Perform data entry of all corporate AP invoicing.
  • Manage the ExpenseWire credit card and expense platform. Generate regular weekly ExpenseWire reports for credit card coding and export into Sage. Process employee expense reimbursements. Balance monthly to credit card statement.
  • Prepare weekly Accounts Payable check runs, verifying that we have received all required documents (Bonds, Lien waivers, COI etc.) prior to releasing subcontractor payments.
  • Compile and enter project allocations at end of each month for financial reporting.
  • Process yearly 1099’s using the Aatrix platform via Sage.

Key Results Area – Data Maintenance and Account Management

  • Create and maintain customer accounts in AR and AP.
  • Create the proper setup within Sage using the contract module to setup each project, based on the contractual agreement and tax requirements.
  • Update quarterly tax rates using the DOL tax rate sheet.
  • Update and maintain ExpenseWire with employee information, manager assignments, new job numbers, cost codes, and GL codes.
  • Update Paychex Flex with new jobs and extended job end dates.
  • Create and maintain vendor records in the AP module, ensuring that all W-9 requirements have been received.
  • Maintain all corporate office accounts with yearly contract renewals.

Key Results Area – Project Management Support

  • Assist Director of Construction with creating and maintaining project data within the automated Smartsheet, Job Cost, Job Central, PayChex and ExpenseWire.
  • Initiate Subcontractor monthly billing process for all projects through Procore by maintaining the auto generation.
  • Review and process daily emails, assisting our subcontractors and project management team with questions and document requirements etc.
  • Assist in Procore ERP of new vendors and Subcontractor invoices.
  • Procore Entry of all payment information for Subcontractors and customer (owner) payments.
  • Maintain and send out current Job lists to all employees.
  • Train and assist employees on the use of ExpenseWire and Paychex Flex.
  • Provide support to PM team when research of payments and assistance with difficult compliance issues is needed.
  • Process and maintain project Certificate of Insurance to ensure all subcontractors are in compliance as outlined in subcontract agreements.

Key Results Area – Office Management

  • Support all employees with training and understanding of office processes.
  • Support project management and CFO with special projects when they arise.
  • Maintain a database filing system to create a paperless environment to the best of our practices.
  • Facilitate office maintenance requests with landlord or vendors.
  • Open, date stamp, sort and deliver incoming and outgoing mail including outgoing UPS/FEDEX packaging and special delivery packages. Prepare and arrange outgoing packages for shipping with UPS/FEDEX.
  • Maintain and manage archive system using Iron Mountain as the storage facility.
  • Organize and maintain supplies and supply room and kitchen, i.e. Coffee/snacks.
  • Maintain office vendor relationships, and coordinate servicing for items such as printing, beverage service and cleaning.
  • Act as the primary relationship point with Momentum’s landlord and coordinate service requests.
  • Coordinate any other special office services, as needed.

QUALIFICATIONS

  • Associates degree in accounting with construction experience or 5+ years of equivalent construction cost accounting experience is required.
  • Understanding of GAAP construction accounting requirements, a plus.
  • Experience using an ERP system equivalent to SAGE CRE 300.
  • Understanding of the General Ledger, accounting periods, balancing and GL account/Cost type a must.
  • Experience with PayChex Flex and ExpenseWire, a plus.
  • A working knowledge of all MS Office applications (Word, Excel, Power Point, Outlook) is a must with an Intermediate knowledge level in Excel required.
  • Experience using a project delivery platform such as Procore.
  • Knowledge of Construction Insurance, surety and bond compliance is required.
  • Proficient in interpreting state contractor requirements.
  • Must understand lien waiver laws and compliance.
  • Working knowledge of Smartsheet, Blue Beam, Box, DocuSign.
  • Proficiency in English language with excellent communication skills (written and verbal).
  • Excellent organization and interpersonal skills.
  • Demonstrates high performance and initiative that is complimentary to Momentum’s diverse team of self-starters.
  • Adaptable and able to quickly change tasks when necessary to meet deadlines.
  • Is easily able to uphold internal compliance requirements, while being a key player in facilitating positive solutions.
  • Willingness to learn and teach new processes and procedures.

CERTIFICATES, LICENSES, REGISTRATIONS, AND BACKGROUND CHECKS

Valid Driver's License required with acceptable driving record. Selected candidate will be subject to a background check and will be required to provide proof of automobile insurance.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee is required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.  The employee may frequently lift and/or move up to 10 pounds and occasionally lift and/or move more than 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

LANGUAGE SKILLS

Candidate must possess the ability to read, analyze, and interpret complex documents.  Ability to respond effectively to sensitive inquiries or complaints.  Candidate must possess the ability to issue written and verbal communication as well as possess the ability to speak persuasively and negotiate outcomes with diverse groups.

MATHEMATICAL SKILLS

The candidate should possess the ability to calculate figures and amounts such as discounts, mark-ups, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry in the daily work environment.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee could be frequently exposed to moving equipment, mechanical parts and vibration.  The employee is occasionally exposed to high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; and risk of electrical shock while in the field.  The noise level in the work environment is occasionally high and usually moderate.

To apply, email careers@momentumbuilds.com