Title: Accounting Manager/Operations Manager (Bilingual)

Location: Allen, TX (onsite)

Duration: Full Time

As the Accounting Manager, you will be responsible for managing various administrative tasks, financial transactions, and providing support to the executive team. You will play a crucial role in ensuring our office’s smooth operation and contributing to our company's overall success.

Daily

• Post all payments received through the bank (ACH), mail, or credit card, and accurately record them in the financial system.
• Reconcile and allocate all bank transactions downloaded onto QuickBooks software.
• Proactively contact past-due accounts via phone or email to collect outstanding payments.
• Review employees' timecards to identify missing punches and address any discrepancies.
• Respond to, resolve, or redirect clients' emails received, coordinating with the appropriate departments as needed.
• Monitor the AirTable database for new clients and one-time services, ensuring accurate billing after service completion.
• Handle incoming calls and attempt to resolve customer inquiries, concerns, or claims when possible.

Weekly

• Review and process vendor invoices for payment via ACH or check.
• Process weekly payroll accurately and on time.
• Spend one day a week visiting client locations to perform inspections.

Monthly

• Reconcile employees' credit card accounts with receipts received, ensuring accuracy and completeness.
• File and/or pay tax returns such as Sales and Use tax.
• Ensure bank account transactions are reconciled and corrected to allocate them to the appropriate accounts.
• Collect, verify calculations, and process invoices for all contractors for the previous month.
• Add new contractors to the payroll system and assist them in calculating prorated amounts for new accounts.
• Review accounting reports from the previous month and provide them to the CEO and CFO.
• Process monthly payroll accurately and on time.

Quarterly

• Process the Workers' Compensation payroll audit.
• Review payroll reports for accuracy and identify any discrepancies.

Additional Responsibilities

• Assist in the interview, hire, and onboarding process for new hires, ensuring all necessary paperwork is completed and entered into the payroll system.
• Coordinate criminal background checks or drug tests for new hires or as requested.
• Act as the custodian of company records, ensuring their security and confidentiality.
• Order and purchase office supplies for the company, maintaining appropriate inventory levels.
• Prepare, complete, and submit unemployment insurance (UI) claims or audits in response to government agencies' requests or inquiries.
• Fill out client paperwork, including special contracts, new vendor setups, ACH forms, etc.
• Request Certificate of Insurance for clients when new renewals come into effect.
• Prepare and forward delinquent client accounts to the collection’s agency.
• Monitor and ensure that all vehicle registrations and insurance liabilities are updated and in compliance.
• Verify employment requests as necessary.
• Assist the CEO and CFO with new requests or tasks as assigned.
• Upload reports or documents requiring review or attention to the CPA portal.
• Maintain accurate employee records and update them as necessary.
• Notarize documents as needed.
• Assist in procuring quality contractors to add to the hiring pipeline.

The employee is occasionally required to stand, walk, sit, use hands to type, handle objects, tools or controls, reach with hands and arms, climb stairs, talk or hear.

Position Type and Expected Work Hours

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. but may be flexible as agreed upon between executive management and employee.

Required Education and Experience

• BA or equivalent work experience
• Experience in a similar office management or administrative role in service industry desirable.

• Preferred Education and Experience
• Proficiency in using QuickBooks Online, AirTable, Microsoft Suite, Apple software, and Mileage IQ preferred.
• Knowledge of payroll processes and basic accounting principles is preferred.

Required Skills and Qualification's

• Must speak Spanish fluently
• Accounting experience
• Payroll experience
• Experience with QuickBooks
• GAAP knowledge
• Reconciliation
• Excel and Microsoft suite