Office Manager at Management Business Solutions, Inc.

R&R Mechanical Services has entrusted Management Business Solutions as a strategic recruitment partner in their pursuit of an Office Manager to join their offices in Grand Rapids, MI. Aligned with R&R Mechanical Services’ robust talent strategies, we have meticulously structured our processes to adeptly identify, screen, and recruit qualified candidates for this pivotal opening.

R&R Mechanical Services, LLC is a trusted mechanical services company based in Grand Rapids, MI, specializing in HVAC, plumbing, and mechanical solutions for residential and commercial clients. With a commitment to quality workmanship and exceptional customer service, we pride ourselves on creating long-lasting relationships with our clients and providing reliable solutions. We are dedicated to delivering top-notch service, fostering a positive workplace, and supporting the growth and success of our employees.

SUMMARY: We are looking for a highly organized and detail-oriented Office Manager to oversee all office management and accounting functions. The Office Manager will be responsible for maintaining smooth day-to-day operations, handling financial tasks, and supporting our service team. This role requires excellent organizational skills and the ability to manage multiple priorities, from bookkeeping and payroll to coordinating with technicians and customers.

RESPONSIBILITIES:

Office Administration& Staff Support:

• Manages the daily operations of the office, ensuring a productive and efficient work environment. This includes ordering office supplies, managing vendor relationships, and overseeing equipment maintenance and office cleanliness.
• Serves as the point of contact for administrative and office-related tasks, including organizing meetings, managing company calendars, maintaining office files and records.
• Manages communication with customers and suppliers, ensuring prompt responses and effective handling of inquiries and complaints.
• Supports human resources functions by assisting with new hire onboarding, maintaining employee records, and ensuring compliance with HR policies.
• Coordinates and organizes company events, meetings, and training sessions, including preparing materials and arranging logistics.
• Supervises administrative staff, delegating tasks as needed and ensuring that office activities run smoothly.
• Assists leadership with special projects and operational improvements, implementing new systems and processes to improve efficiency.
• Ensures compliance with health and safety regulations within the office environment.
• Tracks and records employee hours, ensuring accurate and timely payment of wages, benefits, and associated taxes for 3rd party processing.
• Oversees direct deposits, wire transfers, and bank deposits.

General Bookkeeping & Financial Reporting:

• Ensures R&R’s operating and bookkeeping system, including the chart of accounts, meets generally accepted accounting standards for the HVAC industry.
• Coordinates with management, leadership, and the Certified Public Accountant (CPA) to ensure financial processes meet company needs.
• Systematically records and reconciles revenue and expense transactions, ensuring all income, expenses, and overheads are allocated to the correct job, sales, general, or administrative function.
• Manages accruals as required and reconciles bank accounts, credit cards, and other accounts at least monthly.
• Provides support for R&R’s budgeting process and prepares special financial reports for functional managers as needed.
• Oversees job costing by ensuring labor, materials, and overhead expenses are tied to specific jobs, and compares each completed job to estimates, quotes, and contracts.
• Prepares monthly, quarterly, and annual financial statements, including Income/P&L Statements, Balance Sheets, and Cash Flow Projections. Generates special reports as needed (cash balances, aged receivables/payables, fixed asset schedules, etc.).

Accounts Receivable & Payable:

• Monitors customer payments and ensures receivables are accurately recorded by customer and profit center. Coordinates invoice distribution and sends customer statements according to a defined schedule, ensuring timely payments.
• Manages accounts payable by setting up and scheduling payments, ensuring payments align with supplier agreements, purchase orders, or contracts.
• Initiates and documents collection activity for past-due accounts, collaborating with management to resolve outstanding issues.

QUALIFICATIONS:

• Associate’s degree in accounting or business administration is preferred.
• 3+ years of experience in office management or administrative roles, with bookkeeping experience.
• Strong understanding of bookkeeping and accounting principles (QuickBooks experience preferred).
• Strong Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong problem-solving and decision-making abilities.
• Excellent communication and organizational skills.
• Ability to multi-task and prioritize in a fast-paced environment.
• Familiarity with the construction or mechanical services industry is a plus.
• Bilingual (English/Spanish) highly preferred.

About the work environment:

We believe that work should be both productive and enjoyable! We foster a fun, supportive environment where teamwork is valued, and we encourage open communication and camaraderie among our staff. From team lunches to lighthearted banter in the office, we make sure there's always room for laughter while we work hard to meet our goals. Our team is made up of skilled professionals, many of whom are Spanish speaking, which fosters a strong, inclusive work environment. If you're looking for a place where you can grow professionally while enjoying a positive, upbeat atmosphere, you'll fit right in!

MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL-OPPORTUNITY EMPLOYER