NewSouth Window- Office Manager II- West Palm Beach

MITER Brands.•West Palm Beach, FL

49d

About The Position

Since 2010, NewSouth Window Solutions has proudly helped protect homes across the southern U.S. with impact windows and doors built to withstand severe weather, deter intruders, lower energy costs, and reduce outside noise. We manufacture, sell, install, and back our products with a lifetime guarantee - delivering exceptional value and service from start to finish in Florida and South Carolina. For 11 consecutive years, we've earned a spot on Door and Window Market Magazine's Top Dealers list. This year, we're proud to be ranked the #1 Door and Window Only Dealer in the nation. Why work at NewSouth? At NewSouth Window Solutions, a career means more than a job - it's a chance to grow and build something that matters. As a leading manufacturer and installer of replacement windows and doors, we redefine what it means to deliver excellence, not just in our products and service, but also in our people. We don't just build windows; we build futures. Join a team that values ambition, works together, and celebrates wins. If you're ready to shape your future and take pride in your work, your next chapter starts here. NewSouth is looking for a dedicated office management professional with experience handling a wide range of administration, technical and executive-support tasks. Also, provide light bookkeeping services and work in parallel with accounting team to ensure financials are handled correctly in compliance with internal audit compliances and general accounting principles. This role will report directly to local General Manager and indirectly to Division Controller.

Requirements

2-4 years of basic accounting skills in AP, AR, Inventory and general accounting (journal entries, system reconciliations)
Strong Microsoft Excel including formulas and pivot tables
Experience with Sage or comparable ERP is required
Excellent interpersonal skills
Team building skills
Analytical and problem-solving skills
Possess strict confidentiality skills
Excellent & effective communication skills
Attention to detail and high level of accuracy
Possesses the ability to self-manage and adapt to change

Nice To Haves

Customer Resource Management system is preferred

Responsibilities

Serve as point of contact for customers, coordinating with the General Manager and Sales team to best meet the needs of each customer.
Back up on answering the phone for customer relations.
Ensuring that customers are treated with an excellent experience for inquires, questions, order status, service requests and helping the office team as needed.
Calculate weekly sales commission and bonuses and submit to corporate payroll.
Process weekly sub-contractor billings and send to HQ for check runs.
Prepare year-end 1099s and mail to sub-contractor before deadlines.
Accounts Payable - Provide match of packing slip to invoice, get proper approvals and enter invoices into accounting software. Prepare weekly AP check run request and send to HQ Accounting team for payment processing.
Accounts Receivable - Validate customer contracts are fully completed in both CRM and Accounting system. Create customer invoices and process customer payments. Reconcile CRM and Accounting systems AR each week and ensure at month end both systems tie out.
Inventory Reconciliation - Take month end cycle count and make proper inventory adjustments based on actuals, reconcile CRM jobs to Accounting software inventory ensuring all month end inventory is balanced and fully reconciled.
Bank Reconciliation - Weekly reconciliation of bank account and resolve any open balances within reasonable timeline.
Journal entries - make journal entries to account for bank fees, finances fees, Marketing accruals, AP accruals and bonus accruals.
Work with HQ Accounting team on questions related to monthly reconciliations performed by HQ Accounting team.
Prepare snapshot to send to leadership each month end as well as preparing all CRM reports that need to be provided with financial package.
Participate in month end close ensuring all deadlines are met.
Ensure all compliances and internal controls are always being followed
Train employees on how to use company systems including UltiPro, CRM system and various other systems as needed.
Support General Manager by coordinating meetings and communications.
Sort and distribute mail daily.
Coordinate with IT on needs for computers and other office equipment.
Coordinate special events for office including lunches, training events, holiday party planning, etc.