Overview
Director of Administrative/Fiscal Operations Jobs in Staten Island, NY at Rampulla Associates Architects
Basic Function:
Oversee all financial aspects of the organization to include accounts payable, accounts receivable and general ledger. Putting efficient programs in place to maximize a company’s finance productivity and performance. Acting administrator for employee relations & human resources in the office.
Responsibilities:
· Prepare and process payroll to include updating records as needed.
· Collaborate with management in preparing and submitting an annual plan and budget for the operation of the office.
· Develop and manage the business’ records and accounts systems. Reconcile accounts in both software systems on bi-monthly bases.
· Achieves financial objectives by preparing monthly and annual budget, schedule expenditures, analyzing variances, monitoring and appraising job results.
· Collaborate directly with Principals and other senior leaders to foster an environment of continued business growth.
· Provide strategic recommendations based on financial analysis and projections.
· Develop and promote a framework to drive financial accountability across the organization.
· Advise on contract negotiations from a financial perspective. Prepare, finalize, and send all drafted contracts to potential clients. Track all prospective clients for signed contracts.
· Prepare and submit bi-weekly client invoicing according to work complete. Update open invoice lists, track budgeted and spent amounts according to contract, contact clients for payments.
· Prepare, budget and submit payments for vendor billing on a weekly basis. Communicate with vendors for payments due and received.
· Administrator for office software programs to ensure all project management systems are running smoothly.
· Administrator for negotiating, distributing, and explaining all offered company benefits on a yearly basis for employees. Update all paperwork for those enrolling.
· Administrator for enrollment of all liability insurance on a yearly basis. Update all paperwork for enrollment.
· Act as human resource management for onboarding of new employees, internal office updates & newsletters, and implementing approved office handbook, policies and procedures.
· Update all necessary reports for work updates/job progress, open accounts, and contracts complete. Keep management informed by reviewing and analyzing reports, summarizing information, and identifying trends.
· Coordinate and monitor human resource requirements to ensure company requirements are sufficiently met daily.
Software & Technical Skills:
- BQE Core – proficient preferred.
- QuickBooks Desktop or Online – proficient required.
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) — proficient preferred.
- Bluebeam Revu — viewing, marking, and preparing PDFs (helpful, not required).
- Microsoft Teams — virtual meetings (proficient preferred).
- Digital + physical filing and document management systems.
- Experience with scanners, plotters, and typical architectural office equipment.
Skills:
- Understanding of financial reporting and compliance
- Oral communication skills
- Organized and pro-active
- Strong attention to detail and accuracy
- Team player yet work independently
- Interpersonal Relations
- Organization
- Planning
- Budgeting
Education/Training:
Bachelor’s Degree Business, Accounting, or related field. Masters preferred.
Compensation & Benefits:
- Competitive pay based on experience.
- Health, Dental, and Vision Insurance.
- Non-Contributing 401(k).
- Paid Time Off.
- Life insurance and additional benefits.
- Annual Bonus.
Schedule:
Full-time, Monday—Friday, 8:30 AM—5:30 PM
In-office position — Staten Island, NY 10306
Pay: From $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- QuickBooks: 5 years (Preferred)
- BQE Core: 1 year (Preferred)
Ability to Commute:
- Staten Island, NY 10306 (Required)
Work Location: In person
Title: Director of Administrative/Fiscal Operations
Company: Rampulla Associates Architects
Location: Staten Island, NY
Category:
