Bookkeeper/Payroll

Overview

We are looking for an experienced, part-time (remote) bookkeeper and payroll specialist to join our expanding business.

For over 30 years, we have provided services to our clients across the Houston and surrounding areas and continue to expand in both service offerings and geographical coverage. We provide customized landscape, irrigation, and drainage services to both residential and commercial customers.

Our main clients are custom homebuilders, larger landscape companies and construction companies who look to us for solutions to complex projects for new home builds and existing upgrades.

The Role

This is a part-time role for an experienced bookkeeper and payroll specialist with great communication skills and a desire for perfection.

Main responsibilities will include:

Payroll

·      Working within ADP, provide weekly payrolling to ensure correct payments are made to our existing field, office and management team.

·      Produce payroll reports following payroll for inclusion into accounts

·      Produce detailed payroll reports with costings for labor to ensure cost-control can be captured for our projects.

·      Log and track additional outgoing costs such as expenses, bonuses, etc.

·      ADP on-board new employees

·      Off-board exiting employees

·      Assist with set-up of thumb-print access for new employees

·      Assist with ADP queries as needed

Bookkeeping

Invoicing

·      Take control of process following successful approval / award of new jobs and report weekly to management on invoicing

·      Report weekly to management on estimated future billings to help management look into short-term future for revenue and profit purposes

·      Ensure all completed jobs have captured any change orders or additional charges for work carried out before invoiced to client

·      Ensure all completed jobs are invoiced correctly and timely and reported to management weekly

·      Ensure invoices are tracked appropriately against agreed payment term deadlines and reported to management weekly (DSO)

·      Handle any disputes from clients and report to management timely for quick turnaround

·      Keep detailed records of payments and balance bank statements monthly on payments received

·      Handle intercompany invoicing where needed and report appropriately

Debt Tracking

·      Keep an updated detailed account of existing invoices and DSO for each invoice outstanding including current and aged debt.

·      Follow up with existing customers on aged debt and ensure communication with customers is consistent in terms of collecting aged debt.

·      Weekly reporting to management on debt levels.

Payments

·      Track payments from clients and ensure books are kept updated with accurate and timely information and reported weekly to management

·      Report information within payment such as Sales Tax to ensure company makes timely payments to local, state and Federal agencies

Payments to Vendors

·      Track upcoming payments to vendors and prepare for management to sign off before payments are made

·      Prepare payments where necessary to vendors and suppliers

·      Make payments to vendors and suppliers where needed

Administration Support

·      Assist with setting up of vendor accounts / credit accounts

·      Appropriate filing and recording of company documents (taxes, ownership, insurance, etc) for easy retrieval

·      Filing of paperwork for local, state and Federal requirements and appropriate recording and reporting to management

·      Assist with completing bids and quotes with company information

·      Track spending with vendors and report weekly to management from vendor online profiles

·      Notify management for upcoming “static” (ongoing) payments and seek approval to make payments online where necessary and available

·      Be involved where necessary for any negotiations that may affect the profitability of the company (example, insurance renewals)

·      Request and send out COI’s to client requests

Dashboard Reporting

·      Invoicing

·      Payroll

·      Vendor Profiles – new and existing and amounts outstanding

·      Credit Cards

·      Debt / DSO

·      Weekly reporting of other key performance indicators

·      Future revenue and profit from “look ahead” dashboard

Other

·      Continue to look for improvements to make job streamlined and efficient to allow for continued growth within the company

·      Report to management with any insight / ideas on potential savings

Tagged as: ADP, bookkeeping, jobber, payroll, quickbooks