Schedule: 

• 40 hours per week, Monday to Friday, 8 AM to 4 PM, RIVERSIDE, MO. Including a 30-minute paid break

Job Overview:

The client is seeking a highly organized and detail-oriented Office Manager to oversee daily bookkeeping, payroll coordination, office operations, and administrative workflows. This role requires strong QuickBooks Online experience, excellent communication skills, and the ability to manage financial and operational processes with consistency and accuracy.

 

BOOKKEEPING RESPONSIBILITIES

Daily Tasks

• Maintain up-to-date and accurate books in QuickBooks Online.

  • Example volume: October 2025 had 126 transactions (approx. 6 per day).

• Ensure every transaction has an attached receipt or invoice.
• Follow up with employees to obtain missing or delinquent receipts.
• Create estimates and invoices.
• Verify technician hours are approved by the Director of Operations.

Weekly Tasks

• Collect aged receivables by contacting customers via email and phone to confirm invoice receipt and payment timelines.
• Send weekly reports to the CEO for approved expenses and payables.

• • Work with the Director of Operations to confirm all transactions are approved before submission.

Bi-Monthly Tasks (2x per month)

• Submit payroll to Gusto.

Annual Tasks

Handle onboarding for all new employees, including:

• Employee handbook acknowledgements
• I-9 documentation
• W-4 forms
• Background checks (Checkr)
• Gusto setup
• Connecteam setup
• doForms setup
• Zoho setup

OFFICE MANAGEMENT RESPONSIBILITIES

Daily Tasks

• File and organize all digital documents.
• Review post-service reports for grammar and quality control.
• Use Connecteam for time tracking and ensure proper clock-in/out usage; verify GPS data as needed.
• Manually enter technician time data for job profit & loss tracking.
• Enter mileage for each job.
• Prepare and distribute job profit & loss reports.
• Manage daily tasks using Connecteam and send reminders to team members.

Software Oversight

Manage and maintain the following platforms:

• Connecteam – Time tracking
• Coast Pay – Credit card system
• Google Workspace – Email and account setup
• Gusto – Payroll
• Zoho – CRM
• Support HR consultant as needed

Meetings

• Attend team meetings 3x per week, create task lists, and support follow-through on meeting decisions.

Checklists

• Follow a provided daily checklist to ensure consistent task completion.

REQUIRED SOFTWARE PROFICIENCY

• QuickBooks Online – Advanced proficiency required
• Microsoft Office (Word, Excel) – Strong proficiency required
• Google Workspace (Sheets, Docs, Gmail, Meet) – Daily use expected
• Gusto – Familiarity required
• Adobe Acrobat – Familiarity required
• Zoho CRM – Training provided if needed
• Connecteam – Training provided
• doForms – Training provided
• Geotab – Training provided
• Coast Pay – Training provided

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
• Immediate hiring

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