Accounting/Administrative Manager
W3Global, Winter Park, FL, United States
Position Summary
The Office Manager plays a critical role in ensuring the smooth day‑to‑day operations of the company by managing administrative, financial, compliance, facilities, and support functions. This is a hands‑on role that combines financial oversight, vendor and subcontractor coordination, licensing and insurance compliance, and general office administration.
Job Title
Office Manager / Bookkeeper
Reporting
The position reports directly to Gavin Broadfoot and works closely with the Director of Operations, Elvis Cardona, along with internal team members to support overall business efficiency.
Key Responsibilities
Compliance, Licensing & Insurance
Maintain and renew business licenses and tax certificates annually
Manage all company insurance renewals (Workers' Compensation, General Liability, Auto)
Coordinate with ownership and insurance brokers
Track and maintain subcontractor Certificates of Insurance (COI)
Handle annual workers' compensation audits and renewals
Support fire inspections and safety compliance documentation
Financial & Accounting Support
Manage Accounts Receivable (apply payments, verify transactions, notify sales team)
Prepare vendor deposit requests (PPW) and coordinate ACH payments
Review and match vendor invoices with purchase orders
Perform monthly credit card reconciliations and verify expenses
Review shipping statements (UPS/FedEx) regularly
Support monthly financial close and reporting (sales & expense tracking)
Maintain organized filing systems for financial and tax documents
Facilities & Office Operations
Manage office supplies and inventory
Coordinate janitorial, fumigation, and general maintenance services
Oversee waste management services and vendor negotiations
Act as point of contact for property management and facility issues
Manage office systems (phones, access control, IT coordination)
Handle mail, shipping, and receiving operations
Administrative & Operational Support
Answer calls, greet visitors, and provide front‑office support
Close customer orders and manage payment approvals
Provide administrative support to leadership (scheduling, coordination, etc.)
Support new hire onboarding and office orientation
Maintain employee records and track certifications
Develop and maintain office policies and procedures
Safety & Compliance
Ensure OSHA compliance and workplace safety requirements
Maintain first‑aid kits and safety resources
Track and renew facility permits and security systems
Other Responsibilities
Perform additional duties as required to support business operations
Compensation & Benefits
Base Salary: TBD (with review after 90 days)
Training: Comprehensive onboarding and 1-month shadowing program
Medical Insurance: Eligibility after 90‑day probation (company contribution provided)
Annual Leave:
All working days between Christmas and New Year
5 days after 1 year of service
10 days after 2 years of service
Paid public holidays
PTO: 5 days
#J-18808-Ljbffr
The Office Manager plays a critical role in ensuring the smooth day‑to‑day operations of the company by managing administrative, financial, compliance, facilities, and support functions. This is a hands‑on role that combines financial oversight, vendor and subcontractor coordination, licensing and insurance compliance, and general office administration.
Job Title
Office Manager / Bookkeeper
Reporting
The position reports directly to Gavin Broadfoot and works closely with the Director of Operations, Elvis Cardona, along with internal team members to support overall business efficiency.
Key Responsibilities
Compliance, Licensing & Insurance
Maintain and renew business licenses and tax certificates annually
Manage all company insurance renewals (Workers' Compensation, General Liability, Auto)
Coordinate with ownership and insurance brokers
Track and maintain subcontractor Certificates of Insurance (COI)
Handle annual workers' compensation audits and renewals
Support fire inspections and safety compliance documentation
Financial & Accounting Support
Manage Accounts Receivable (apply payments, verify transactions, notify sales team)
Prepare vendor deposit requests (PPW) and coordinate ACH payments
Review and match vendor invoices with purchase orders
Perform monthly credit card reconciliations and verify expenses
Review shipping statements (UPS/FedEx) regularly
Support monthly financial close and reporting (sales & expense tracking)
Maintain organized filing systems for financial and tax documents
Facilities & Office Operations
Manage office supplies and inventory
Coordinate janitorial, fumigation, and general maintenance services
Oversee waste management services and vendor negotiations
Act as point of contact for property management and facility issues
Manage office systems (phones, access control, IT coordination)
Handle mail, shipping, and receiving operations
Administrative & Operational Support
Answer calls, greet visitors, and provide front‑office support
Close customer orders and manage payment approvals
Provide administrative support to leadership (scheduling, coordination, etc.)
Support new hire onboarding and office orientation
Maintain employee records and track certifications
Develop and maintain office policies and procedures
Safety & Compliance
Ensure OSHA compliance and workplace safety requirements
Maintain first‑aid kits and safety resources
Track and renew facility permits and security systems
Other Responsibilities
Perform additional duties as required to support business operations
Compensation & Benefits
Base Salary: TBD (with review after 90 days)
Training: Comprehensive onboarding and 1-month shadowing program
Medical Insurance: Eligibility after 90‑day probation (company contribution provided)
Annual Leave:
All working days between Christmas and New Year
5 days after 1 year of service
10 days after 2 years of service
Paid public holidays
PTO: 5 days
#J-18808-Ljbffr