Part-Time Business Manager

Drew George & Partners, Inc., is an employee-owned company with 5 employees, an open-book management philosophy, and a tremendous emphasis on high-performance and continuous improvement.  We believe in promoting from within and investing in the continued education of our employees.  We strive for maximum job satisfaction and to create an environment where employees thrive.  We offer a flexible work schedule and a dog-friendly environment in the La Jolla area of San Diego, located just one block from the beach. 

Our passion is accelerating the building industry’s transformation to sustainability; therefore a healthy interest in the growing green building trend is favored.  Currently, we are involved in over 40 projects in design or construction pursuing LEED certification from the U.S. Green Building Council.   

We are seeking a dynamic professional to join our firm and provide business management and administrative support.  The business manager plays a vital role in the day-to-day operations of a business.  The primary role of this position is to ensure the smooth running of an office, and to “make it possible for other people to function efficiently.”  An effective business manager provides a strong foundation to a business, is responsible for the management and coordination of multiple business office operations, and assists the company in reaching goals and objectives related to sales, productivity, and profitability.

The function of the business manager is multifaceted.  Professionalism, leadership qualities, attention to detail and ability to multitask are a few skills required to be an effective manager. 

Specific Responsibilities

Finance: 

• Prepare invoices for clients.
• Receive client payments, record transaction in QuickBooks, and deposit money into bank account.
• Review accounts payable, prepare checks for CEO approval, and record transactions in QuickBooks. 
• Prepare and calculate weekly revenue and utilization percentage. 
• Review Accounts Receivable and contact clients regarding expected payments when necessary. 
• Explain billing invoices and accounting questions to staff and clients. 
• Prepare profit and loss statements reports. 
• Compare monthly budget against actual utilization of project staff hours against contract amount and provide reports during biweekly huddles.
• Processes and monitors accuracy of invoices for distribution to clients. 
• Reconcile all client accounts and ensures company is reimbursed for project related expenses.
• Prepares notarized document requests from clients and other waivers and releases.
• Assists in the preparation and maintenance of the office budget.
• Responsible for day-to-day tasks such as purchasing and ensuring adequate supply of stationary and equipment.
• Supervises employee timesheet records. 

 Executive Assistant: 

• Relieves the Principal of administrative responsibilities such as performing variety of functions including scheduling meetings, transcribing notes, composing dictations, preparing letters, and reports.
• Prepares and records Principal’s timesheets, mileage reimbursements, and manage professional certifications & CEU’s. 
• Supports CEO in the development and implementation of office policies.
• Performs other assignments as requested.

 Marketing and Sales:

• Organizes the preparation of proposals and presentations, and prepare SF 330 forms as requested by clients. 
• Prepare presentations for LEED workshops and industry events, and as requested by CEO.

 Contracts and Insurance Administration: 

• Serves as the organization’s primary point of contact to insurance brokers and responsible for insurance renewals.
• Responsible for preparation and verification of contracts and associated paperwork, including requests for insurance certificates.
• Project start up in QuickBooks and prepare complete contract package. 
• Maintains and retrieves contract documents as needed.

 Maintain Office Records:

• Designs filing systems and ensures that these systems are up to date.
• Creates procedures for maintaining records.
• Ensures that personnel files are up to date and secure, and that transfer and disposal of records as per the retention schedules and policies are carried out effectively.
• Supervises office activities to achieve maximum expense control and productivity.
• Develops procedures and policies for office activities, such as filing, dictating, records maintenance, typing, word processing, faxing and mail distribution.
• Responds to phone and email inquiries regarding general company information.

 Facilities:

• Supervises office cleaning and ensures clutter free working environment.
• Addresses ongoing issues with property manager and other tenants of building, as requested.

 Human Resources: 

• Prepare offer letters and coordinate new employee orientation, including employee background screening.
• Coordinate and process ongoing employee benefits.
• Addresses employee-initiated requests for information.
• Updates health safety policies and ensures that they are being adhered to.  
• Provides advice, assistance and follow-up on company policies, procedures, and documentation. 
• Prepares manuals (binders) and other materials describing process, policy, and standards. 

 Abilities/Experience:

• AEC Industry experience required.
• Must be proficient in QuickBooks.
• A work ethic that includes professionalism, attention to detail and excellent organizational skills.
• Strong written and verbal communication skills and discretion with confidential information.
• Knowledge and working use of Microsoft Excel, Word, Outlook, and PowerPoint and the ability to type at 60 wpm.
• Knowledge of finance, financial reporting, accounting, budgeting, and cost control principles including Generally Accepted Accounting Principles. 

 Compensation

• Hourly rate of $20-$28, depending on qualifications and experience.
• Part-time: 2-3 days per week.
• Work-life Balance: flexible work schedule.
• Business Travel: Reimbursed at the Federal Rate, currently at $0.555 per mile.
• Retirement Plan:  SIMPLE IRA program, with the 3% employer contribution match, in 2012
   
  Please respond with your resume, salary history and requirements to
  HR@DGP-inc.com.EOE/Principals Only