REAL TIME COMPANIES-POSITION DESCRIPTIONJOB TITLE: Accounting & Business Operations Manager, Phoenix AZREPORTS TO: Chief Financial & Operating OfficerPOSITION OVERVIEW: The individual in this position is responsible to collaborate and oversight with the CFO on the Financial aspects of the company and the accompanying Business Operations activities and functions which support the daily operation of the business. Focus includes organization, planning, direction, reporting, project management and profit analysis, project and initiative oversight and compliance.For the success of this position, 3 specific areas of responsibility have been identified.
1.FINANCE AND ACCOUNTING - Managing and conducting efforts supporting month end & year-end close preparations; Review and/or preparation forecasts, analysis, project proforma and actual to budget comparisons
- Maintaining accurate and complete financial records and participating in reconciliations and audits
- Overseeing the daily activities of the accounting department and ensuring that all major projects, month-end, and year-end reports are completed accurately and on time
- Qtly tax filings reconciliations and out of state filing and payment audits (collaborate with the PR company who completes them)
- Worker's Compensation Insurance plan administration - renewals and annual Audits
- Oversight and audit the AP and cost processes and activities
- Investigate and resolve discrepancies in all expense accounts under tight deadlines
- Identify any process and procedure inefficiency and collaborate on solution implementations
- Vendor management and service contracts renewals
- Review necessary source documentation for accounting and operational financial transactions; file all documents in soft and hard copy folders
- Review contracts for accounting adherence and ensure proper documentation is received and organized
- Review invoices and maintain updated business expense schedules
- Assist with the creation and needed changes of accounting policies and procedures
- Manage Business Insurance renewals and compliance (Crime/ GL/ E&O/ D&O/ EPL/ P&C/ etc.)
- Conduct annual physical inventory and FA management processes and controls
- Review benefits participant administration and audit monthly bill reconciliations
2. BUSINESS OPERATIONS - Client Contract Management and Compliance
- Create and maintain engineering, profit, sales and business operations reports (client reporting and internal project profitability reporting)
- Track the Operations Purchase Order life cycle to assure all steps are completed within guidelines
- Facilities management/ oversight
- Export Compliance (EAR & ITAR) support administration efforts as needed
- Ensure integration between business and engineering operations
- Oversee business non-finance audits (IT contract compliance, client contract compliance, regulatory)
- Other accounting or business duties as needed and assigned
3. PAYROLL - Oversight, Audit (and become the Backup) for Multi state Payroll Processing (~45-65 employees)
- Register for company licenses, apply for withholding and UI in new states
- Work with PR Company to complete YE 1099 and W2 reporting
- Audit UI annual reports and rates
- Audit PR Company records for out of state filing and payment compliance
- Maintain time off tracking (PTO, PSL, ETO)
THE SUCCESSFUL APPLICANT WILL POSSESS THE FOLLOWING QUALIFICATIONS: - TECHNICAL SKILLS
- Bachelor's degree in Accounting
- 10+ Years relevant and proven work experience in a corporate environment in an Accounting Manager role with same level of responsibilities
- Strong understanding of accounting, finance, and management principles
- Experienced knowledge of audit preparation and document retention requirements
- 5+ years of Payroll processing
- Strong experience with evaluating, developing, and improving department controls, systems, and procedures that increase accuracy and efficiency
- Knowledge of QuickBooks a big PLUS
- Experience in writing and assessing Policies and Procedures for Accounting
- Intermediate user of MS Word, MS Outlook
- Advanced user of MS Excel (pivot tables, linking, charting)
- SOFT SKILLS
- Strong attention to detail and high % of accuracy in work product
- Strong analytical and judgement skills
- Ability to work with minimal up-front guidance and take ownership of work product
- Comfortable and well able to roll up sleeves be hands on
- Ability to take initiative and collaborate with needed parties to get things resolved and accomplished
- Ability to effectively and consistently prioritize multiple projects simultaneously in a deadline driven environment
- Ability to be firm and professional; have strong follow-up ability with management, team members, clients, vendors
- Strong ability to assess a situation, gather the facts, collaborate with necessary parties if needed, and present the solutions
- Desires to constantly develop skills and able to research information to identify best solutions and options
- Able to motivate and support the team members when needed as well as help hold each other accountable
- Able to express their concerns as well as their ideas and opinions
- Uses professional verbal, written communication and interpersonal skills with a customer service focus: Individual knows how to put their thoughts in writing, appropriate email etiquette, obtain confirmation of intended message for/from their audience; Individual has comfort and ability to express themselves verbally
- Ability to work effectively in a collaborative team environment
- Bring knowledge and creativity to the position as well as have the discipline to drive results and follow established processes
- Dynamic thinker, identify risks, and create & implement solutions
- Perseverance with assigned tasks and projects, stay focused with strong discipline
