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We are excited to announce that we are hiring a Bookkeeper / Office Manager!

Work somewhere you can actually make an impact!

  

“Bookkeeper / Office Manager”

Company Profile
ELM Construction LLC is a small, family owned, residential and light commercial construction company based in Vestavia, Alabama that primarily serves the “Over the Mountain” Area.  Since our first project in  2008, we have seen steady and consistent growth and plan to continue our growth by adding only the best available team members and partners.

General Summary of the Position
The Bookkeeper / Office Manager position is a full time staff position that performs a variety of administrative and support duties requiring knowledge of office procedures and a strong understanding of construction accounting / bookkeeping principles as well as an understanding of the organization, programs, and procedures related to work of the company. The Bookkeeper / Office Manager is responsible for the daily management of Sage 100 Contractor accounts receivable/payable, company payroll, State/Federal Tax payments and other human resource functions of ELM Construction LLC (ELM). The position also handles administrative tasks such as coordinating meetings, project reports, verbal and written communication with vendors, customers, contractors and subcontractors, managing company files, distributing mail, and managing office supplies. This is an internal office role (typically) that requires strong time management skills, written and oral communication skills, and organizational skills. The Bookkeeper / Office Manager also promotes positive customer relations and presents a professional image of the organization to visitors and the general public.

Duties and responsibilities (essential functions) include, but are not limited to, the following

  • Process invoices and other accounts payable transactions. 

    • Enter all transactions into Sage 100 Contractor financial software with appropriate job cost links or labeled with appropriate expense tags.  

    • Evaluate AP transactions and pay in timely manner, taking advantage of all available discounts when suitable for ELM.

  • Monthly reconciliation of P&L and Balance Sheet

  • Tracking YTD completed job financial performance versus budget

  • Determining work in progress (WIP) % complete reports and adjusting revenue and expenses accordingly

  • Up to date Job Cost Reports

  • Maintaining employee files, and hiring and firing procedures

  • Local, State and Federal regulatory and tax compliance

    • With Builder and Project Manager, ensures proper documentation is filed (i.e. EPA lead paint, etc…)

  • Insurance compliance, including preparing and representing ELM at insurance audits

  • Maintaining up to date Subcontractor agreements, tax and insurance information

  • Office organization and filing

  • Creates Customer Contract Documents from Templates

  • Tracks sales leads, referral sources, conversion rates and sales activities as needed to help forecast future sales. Assists with sales process as needed.

  • Setting up and updating Job Binders and building job templates in Buildtools, Sage 100 Contractor, etc for tracking financial performance

  • Creates dashboards and worksheets as needed to track projects in progress and future projects for the purposes of scheduling and forecasting revenue.

  • Tracks scheduled progress payments and assists in collecting from Clients as needed

  • Creates Change Orders with assistance from Project Manager and assists in collecting payments from clients as needed. Works with Designer to adjust contract prices for ‘Allowances’ as needed via customer Change Order.

  • Creates Invoices from scheduled payments or from Time and Material Contracts as needed

  • Process bi-weekly Payroll, annual 1099’s, w2’s and perform all other tax reporting as needed

  • Evaluates company processes and proposes improvements

  • Assists Builder with tangential business management such as rental and investment properties.

Additional Job Duties include

  • Understands Company Process and Capabilities and is capable of talking to customer prospects in a professional and qualified manner

  • May be required to Assist Builder or other ELM team members with additional work as needed to keep activities on schedule

    • Creating or reviewing schedules, estimates, scopes of work, etc

    • Communicating with Vendors, subs, building officials, etc as needed to keep work moving forward and on schedule

  • Updating or improving document templates to create a more efficient process

  • May be required to visit job sites, coordinate access or site logistics or perform light field work as needed to keep jobs on schedule.

  • Ability to clearly and concisely communicate with all stakeholders using a variety of media including verbal face to face and by phone, by text and by email.

  • Able to communicate with customers and coworkers in a professional and workmanlike manner.

  • Assists as needed with Pre Construction checklist, such as neighborhood letters, Job signs/permits, placards, etc.

  • Assists as needed with ELM Marketing or Branding activities such as newsletters, advertisements, social media, etc. Contributes to the overall success of the company.

  • Attends and/or conducts team meetings as needed to communicate.
     

Intangible qualities

  • Capable of working on multiple tasks simultaneously.

  • Ability to communicate clearly and concisely both orally in person and over the phone and in writing via text message and email.

  • Must be able to work diligently to complete tasks at hand without distraction. Must understand the urgency of completing work in the most efficient manner possible.

  • Must possess solid work habits such as maintaining a clean and safe worksite and present themselves in a professional and workmanlike manner.

  • Must be prompt and reliable in attendance.

  • Must be respectful of all customers and their property.

  • Must maintain a productive and agreeable attitude in all interactions with customer, vendor and company personnel
     

Education, Training and Experience

  • 5+ years of relevant experience or equivalent field and classroom background.

  • College degree is a plus, but not required.

Work Context

  • This position is primarily an administrative/office position and the physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • Sit

    • Use computer equipment perform close-work and screen work

    • Use hands to finger, handle, or feel

    • Reach with hands and arms

    • Talk or hear and communicate using the English language fluently

    • Lift and/or move up to 25 pounds

Special Requirements

  • Must possess or be able to obtain a valid and appropriate state driver’s license prior to employment and provide employer with a good driving record.

  • Must maintain reliable method of transportation.

The position can be a full time position and the pay is negotiable depending on experience.

Please note: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

If you'd like to apply for or would like more information about this position, email your resume or questions to jobs@elmconstructionllc.com.
 

"Fun Products" that I loved from the International Builders Show

Last week, we had the pleasure of attending the International Builders Show in Las Vegas.  We traveled with a large group of professionals from Birmingham who are in the building industry as well.  It was a great time to network, learn how to better our industry and see wonderful new products available to make your home even better! The show is one of the largest light construction shows in the world.  It covers 500,000 net square feet of exhibits and more than 1400 manufacturers and suppliers.  Over 50,000 visitors from more than 100 countries  attended the 2016 show.  You can imagine, it is almost impossible to see the entire floor of products.   In fact, I spent much of time in workshops and only saw a small portion of all of the great products available.  However, of the small portion I saw, these were a few products that I want!. 

Stikwood

As soon as we saw this product, it was love at first sight! The design options were endless, and my friend immediately said that would make a great headboard!  Stik wood is the world’s first Peel & Stik reclaimed and sustainable wood planking.  It comes in different shades, textures, and even print! I can't wait to use this product! 

Stikwood display at the International Builders Show, 2016

 

Legrand Under Cabinet Lighting and Music System

Tired of everyone's electronic device cluttering up the countertop? I know I am! Legrand has an extensive product catalogue. Don't be intimidated, this is a great product. Think how great it would be to play music from your tablet, or even pull up a recipe while you are cooking!

Photo courtesy  from  the Legrand Website

Photo courtesy from the Legrand Website

Cannon Tv Wall Mount Vault

What a great way to camouflage your valuables.  If you are about to have a remodel that involves sheet rock, it would be a great time to add a wall safe.  

Photo Courtesy of Cannon Security Products

Photo Courtesy of Cannon Security Products

Night Glow Seats

At first we laughed when we walked by, then we quickly turned around and were sad that we did not think of the idea! My friend and I immediately thought how perfect this would be for a kids bathroom.  Don't worry, the material is white during the day and only glows in the dark! 

Photo taken at the International Builders Show 2016

Photo taken at the International Builders Show 2016

Of course, what's a work trip in Vegas without a little fun?! We saw Jersey Boys, and John Fogherty.  Both were fantastic shows.  If you have not ever been to Las Vegas, there is more to do than gamble! There are wonderful restaurants and the shopping is plentiful! Let me know what your favorite product is!