Job Description

Martin Riley Associates is seeking a highly organized and detail-oriented Office Administrator & Bookkeeper to manage bookkeeping, human resources, and general office administrative duties. The ideal candidate will ensure financial accuracy, maintain employee records, oversee office operations, and provide administrative support to the team.

KEY RESPONSIBILITIES:

Bookkeeping:

• Enter bills into QuickBooks, ensuring accuracy and contract alignment.
• Process deposits using the Remote Image Deposit (RID) scanner and record them in QuickBooks.
• Manage timely payments of bills and provide weekly financial reports to the Principal.
• Prepare and issue invoices based on project status and Principal requests.
• Maintain project estimates and contracts within QuickBooks.
• Process bi-weekly payroll, calculate flex time, and update vacation records.
• Enter Empower 401k deposits and reconcile bank accounts monthly.
• Manage vendor files and employee reimbursements.
• Ensure accuracy of Profit & Loss and Balance Sheet reports.
• Coordinate with the CPA for year-end closing and tax preparation.
• Research engineer contracts for billing accuracy and additional services.
• Process partner loans, maintain documentation, and prepare 1099 forms.

Human Resources & Benefits Administration:

• Enter new employee information in QuickBooks and coordinate with HR service providers.
• Process E-Verify checks for new hires and ensure they receive onboarding materials.
• Maintain compliance with HIPAA laws regarding employee information security.
• Process employee updates, including name and address changes.
• Provide employees with required government health insurance reports.
• Complete annual reports for Worker’s Compensation and 401K compliance.
• Assist in recruiting efforts, including job postings and interview scheduling.
• Maintain separate employee files for benefits and health insurance.
• Prepare and distribute year-end tax forms (1099, 1096).
• Stay updated on HR compliance through seminars and training.
• Administer separation and COBRA notices for departing employees.
• Manage building access cards for new employees.

Office Management:

• Maintain licensing files and ensure timely renewals.
• Organize and archive employee timesheets and project files.
• Monitor office supply inventory and manage orders.
• Coordinate with building management for maintenance requests.
• Assist in document management, including project file rotation and purging.

Administrative Support:

• Answer and screen phone calls, taking messages as necessary.
• Greet visitors and direct them appropriately, ensuring excellent customer service.
• Draft correspondence, forms, and templates as needed. Support team members with document preparation, copying, scanning, and filing.
• Arrange refreshments for meetings and maintain office supplies.
• Collect and distribute incoming mail; assist with travel arrangements.
• Maintain public contact lists and assemble marketing materials.
• Perform other clerical and administrative tasks as needed.

QUALIFICATIONS & SKILLS:

• Associate’s or Bachelor’s degree in accounting, Business Administration, or a related field preferred.
• Minimum of 3 years of bookkeeping experience, preferably using QuickBooks.
• Strong knowledge of payroll processing and HR administrative tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational skills and attention to detail. Ability to multitask and handle confidential information with discretion.
• Strong communication and customer service skills.

Martin Riley Associates is an equal opportunity employer committed to diversity and inclusion. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.

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