ESSENTIAL JOB FUNCTIONS
Business Operations:
- Assists Business Development Director (BDD) by performing research, gathering and organizing information, reviewing data, and presenting findings
- Reviews cross departmental data and performs analysis to inform business decisions
- Under the direction of the BDD, monitors all Concetti bank accounts, requests transfers as needed, and updates all tracking spreadsheets
- Prepares bank deposits and deposits checks as needed
- Manages Accounts Payable, records and monitors all bill payment on Monthly Expenses Tracker, and saves all receipts
- Manages Accounts Receivable & initiates collection of client and customer late payments
- Coordinates with Accountant regarding tax plan and oversees execution
- Collaborates with Bookkeeper ensuring proper coding within accounting software, creates financial agenda and reviews with the bookkeeper weekly
- Oversees all month end checklist activities
- Monitors all company Amex cards and purchases, ensures correct documentation of charges, adjusts card limits as needed, and immediately reports any concerns or unusual activity to BDD
- Prepares Retainer and Procurement Invoices as needed within eight (8) hours of receiving request
- Works with BDD + CEO to create an annual budget, reviews department budgets with each department
- Processes vendor 1099's
- Works with BDD to forecast project pipeline for budget implementation
- Monitors the Procurement machine, and supports the procurement process
- Maintains Weekly Team Agenda
- Manages all software subscriptions and licenses for Concetti and employees, including Apple Business account
- Oversees office supplies inventory, administration and image of the Concetti office space
- Reviews and maintains all contracts and seeks legal counsel as appropriate
- Reviews and drafts Concetti SOP revisions, and documents staff training
- Develops and revises SOPs related to Operations, Finance and HR, and educates team as needed
- Maintains company insurance policies (Workers Comp, liability, etc.) and makes recommendations to BDD + CEO
- Serves as point of contact for all Operational vendors
- Nurtures relationships with all Concetti employees, stakeholders, and partners
- Defines Concetti business goals with CEO and develops measurables
- Supports company efficiencies, advocates and develops process improvement initiatives, and facilitates change management
- Tracks and analyzes sales statistics based on key metrics
- Regularly troubleshoots discrepancies and applies creativity in solving complex problems
Human Resources:
- Prepares payroll reports for approval by BDD and processes bi-weekly payroll
- Reviews staff Expense Reimbursements, calculates Designer commission earnings and processes payments monthly
- Processes employee PTO and Flex Time Requests
- Coordinates with outsourced HR department on effective hiring, onboarding/offboarding, orientation of employees, and all HR related activities
- Conducts onboarding & offboarding of all employees
- Maintains confidential employee files in secure drive
- Schedules all coaching meetings & annual reviews with employees, and assists with paperwork or scheduling as needed
- Works with benefit providers to ensure new hires are enrolled in appropriate benefits and all paperwork has been completed, including waivers
- Processes paperwork for IRA contributions and submits annual Safe Harbor contribution
- Ensures all company policies & handbook are up to date, including employee acknowledgement signatures obtained and filed with each change
- Manages and updates time tracking system, oversees employee weekly hours, tracks metrics for billable hours and procurement goals, and develops related reports and analytics
- Maintains equipment log for company and is main point of contact for problem resolution
- Utilizes new hire and termination checklists to ensure appropriate technology, software subscriptions, and related on- & off-boarding activities are completed
- Collaborates with HR department on all HR related activities
- Assists with event planning, employee wellness, and company travel planning as requested
EDUCATIONAL REQUIREMENTS
- Bachelor's Degree in Business Administration or related field, preferred
EXPERIENCE REQUIREMENTS
- Minimum of 5 years of experience in an office management or related position
- Experience working with Google Sheet Macros, required
- Experience working with QuickBooks Online, required
- Experience working with analytics and providing data analysis to C-suite
- Experience with employee relations, full cycle payroll, and benefits administration experience, preferred
- Experience working with and supporting HR, business operations, and/or accounting activities
- Experience in process improvement and/or KPI, preferred
SOFTWARE EXPERIENCE
- Mastery of Google Suite (Docs, Sheets, Forms), Mac computers and devices.
- Proficiency in utilizing Macros in Google Sheets
- Grasshopper
- Slack
- HubSpot or similar CRM
- ADP
- QuickBooks Online
ESSENTIAL PHYSICAL REQUIREMENTS
- Ability to: Ascend or Descend - Ability to move on an incline or decline, Lifting at least thirty (30) pounds or more, Hearing, Standing, Walking, Reaching, Bending, Twisting, Grasping/Finger manipulation, Discerning colors, Visual acuity, Hand dexterity, Sitting
WORK ENVIRONMENT
- Indoor environments in a climate-controlled building
- Standard office environment
- Infrequent exposure to dust, debris and loud noises related to construction zones
- Must have high-speed internet access and access to quiet, well-kept space per Remote Work guidelines
EEO Statement
Concetti provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes action to ensure that applicants are treated fairly during employment without regard to any of these characteristics. Discrimination of any type will not be tolerated.
