Bookkeeper/Assistant

You LOVE spreadsheets.

You LOVE organization.

You get excited when you find inconsistencies and are able to fix even the smallest errors?

You probably want to keep reading.

The automotive business is a bit chaotic and we need your sense of organization to balance out our team and manage everything behind the scenes.

The Bookkeeper/Admin does everything that involves paper, money, HR, bills, and tech stuff. It’s a pretty demanding job that requires insane attention to detail and drive. The schedule is very flexible and requires an average of 8 to 24 hours per week.

You get a private office with as many organization tools as you need. We require precision from you but give you the freedom to work how you need to work.

The work required for this position is part time and we are extremely flexible with hours worked and days off. We’ll be expanding soon so there’s no limit to the work we need from you and your department will grow as our company does – advancement opportunities encouraged.

PLEASE don’t overthink this. If you’re still reading then you’re at least 1% interested in this role. Send us an email with your name and we’ll take the conversation from there. Send me a resume if you have it but we really just want to start the conversation and I don’t want you missing out on this opportunity because it takes you a year to finely tune your perfect resume and extensive background. Send the email.

Benefits

• Company Provided Snacks & Coffee.
• Paid Training.
• We Change your Oil and offer many car related resources.
• Weekly paid lunch for team meeting.
  
  

Required

Job Description:

• Quickbooks experience & Google Sheets advanced experience.
  
  

In a small business there’s no limit to what we need to do for the company and each other but here’s a rough guide to the responsibilities of this position.

Quickbooks

• reconcile accounts. - this is the main role. We use a system based on the book profit first that involves about 15 bank accounts with lots of daily transfers
• Organize filing.
• File vendor invoices.
• Keep account login/passwords information up to date.
  
  

Manage Banking

• Mobile deposit checks.
• Deposit cash at the Bank.
• Pay invoices not on autopay.
• Manage petty cash.
• Manage merchant services accounts/update annual compliance requirements.
  
  

Manage Check Writing

• Print checks to vendors other than weekly vendor accounts from Quickbooks.
• Track outstanding checks.
• Prepare and process payroll checks.
  
  

Handle Tax Documents And Follow-up

• Pay state sales taxes monthly.
• Oversee all outstanding taxes due.
• Annual battery sales tax payment.
• Oversee tax audits.
  
  

Monthly, Weekly, Daily Financial Reporting

• Update and report spreadsheet of operating costs (OMS Financial Guide).
• Update and report weekly vendor spreadsheet (Big inv, supplies and vendors).
• Update Payroll/Portal numbers every Monday from the previous week on spreadsheet.
• Budget.
• Refer to operating cost spreadsheet.
• Research cost cutting/best deals for shop.
• Note annual shop rent increases per rental agreement.
  
  

Process Payroll

• Track vacation/PTO, update as anniversaries occur (see employee handbook).
• Update health insurance amounts, if needed.
• Distribute 401K funds.
• File EFAST forms as required.
• Prepare and distribute W2s, by required date in January of each year.
• Print New Hire Packet when employees are hired.
• Includes punch card etc.
• Enter New Hire Information on EDD website, Form CA DE34 with in 20 days from hire date.
  
  

Misc

• Process DMV vehicle registrations on time, if smog is required notify parts manager.
• Review contracts/equipment leases.
• Track and maintain office supplies.
• Open and distribute mail.
• Contact Asbury for oil recycle when needed.
• Manage/plan company events.
• Office organization, cleaning, and improvements.