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Business Manager

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Who We Are

At Pennings & Sons we take great pride in providing creative and outstanding residential building and remodeling solutions for our clients! We've been building character into homes for over 45 years. If you live in the Kalamazoo area, you've probably seen our trucks. Come be a part of our outstanding team of talented and professional craftsmen. Here you will be supported to do your best work, encouraged to sharpen your skills, and master your craft. Being a part of our team, you will hear our clients rave about the exceptional quality of our work, and you too can experience a feeling of deep satisfaction for a job well done! People often come to Pennings and Sons looking for a job and stay because they find a fulfilling career where they can learn and grow.

Pennings & Sons is seeking a Business Manager to oversee and enhance the company's quality, productivity, and efficiency through leadership of the Admin Team and office operations. This role is responsible for managing the day-to-day functions of the office, whether carried out personally, through team members, or by coordinating with third-party vendors.

Note: For clarification, please refer to DEFINITIONS AND ACRONYM EXPLANATION at the end of this document.

Job Description:

GENERAL SCOPE:

The ‘Five Major Roles' of this position:

+ LMA the Admin Team (Finance, HR/Payroll, Admin)

+ Manage the Finance Process

+ Manage the Payroll/HR/Tax Processes

+ Manage the Team Support Administrator

+ Manage Sales Support for P&S

Accountability:

The Business Manager reports to and is directly accountable to the Integrator.

The Business Manager directly supervises the Admin Team

Work hours and schedule:

+ Under normal conditions, the position is anticipated to be a 40-50 hour per week commitment. Periodically, the job will require extra effort and time

+ The Business Manager will work out of the office from 8:00 am to 4:30 pm

+ The Business Manager position is a full-time salaried position

+ Salary and benefits commensurate with experience

+ Compensation & Benefit package as described in separate Employment Summary

IDEAL QUALIFICATIONS:

+ Must be willing to learn, adopt and follow company core values

+ Business degree or related professional qualification and experience

+ Knowledge of or aptitude to learn Microsoft Office Programs, BT and QB software

+ Proficient in use of smart phones, tablets and/or windows-based computers

+ Some experience in managing windows-based server networks

+ Past significant experience in managing HR systems and needs including payroll

+ Excellent written and verbal communication skills

+ Organization and planning skills

+ Problem analysis and problem-solving

+ Information management

+ Get, Want, and have the capacity for the roles described below

DETAILED POSITION RESPONSIBILITIES: (To match the 5 main roles listed above)

20% Lead Manage & Hold Accountable the Admin Team (Finance, HR/Payroll, Admin)

+ Lead & manage the people on this Team to create an environment where accountable employees thrive

+ Keep clear expectations in front of the team of roles, duties, and values, and communicate these well

+ Participate in all P&S leadership meetings (POS) (Annual, thirdly, monthly and weekly)

+ Participate in the hiring, training, coaching, monitoring, and reviewing of this team

+ Have regular ‘conversations' with the team to exchange feedback and measure performance

+ Complete all POS assigned “Rocks” and to do's

20% Manage the Finance Process

+ Manage A/P Process

+ Receive, verify, record, all vendor invoices & overhead receipts

+ Process and make payments (online or printing checks)

+ Manage vendor liability, information, and agreements

+ Maintain billing relationships between company and vendors/trade contractors

+ Manage vendor/trade contractor set up and updates in QB and BT

+ Manage the A/R Process

+ Deposit all receivables to financial institutions

+ Manage the waiver process

+ Do all Financial reporting monthly or as needed

+ Record overhead and business transactions in QB

+ Manage company credit cards

+ Make sure all ‘No-Go' and warranty files are up to date and closed out in the FT, QB, and BT

20% Manage the Payroll/ HR/ Tax Processes

+ Work with Payroll / HR staff to ensure all processes and procedures are being completed

+ Be aware of what's going on to be able to handle Payroll/ HR situations as needed

+ Know how to operate the Payroll and HR processes to keep tasks functioning if needed

+ Prepare all reports needed for insurance audits (including trade contractor reports)

+ Prepare truck mileage, asset details, and health insurance reports for accountant at year end

+ Prepare and report 1099, and 1096 forms

+ Make year end GL and property adjusting entries in QB

+ Manage and facilitate record retention policies

20% Manage Team Support Administrator

+ Work with Team Support Administrator to ensure roles and duties are being completed

+ Maintain the quality of clients' first impressions when needed

20% Sales Support for P&S

+ Intake & screen initial lead requests and lead customer through our process

+ Gather contact and job information

+ Decide best salesperson for leads and schedule appointments for sales

+ Set up and populate customer/ job folders in FT and BT

+ Download pictures and scan in notes and drawings

+ Setup proposal forms/launch jobs in BT

+ Communicate with sales as necessary about job/information

+ 8. Order roof measure-ups as directed by sales

+ Follow up with customers – confirmation, call backs, rescheduling, drip emails, etc.

+ 10. File No-Go lead files

+ 11. Maintain good customer service / satisfaction

Our core values are Honesty & Integrity, Respectfulness, Commitment to Client Satisfaction, Positive Perspective, and Efficiency & Productivity.

If you appreciate and exhibit our core values, we want to talk to you about employment with Pennings & Sons. Join us to find a career, not just a job. You will work in a place where you will be appreciated by your team and clients, and where your work has a direct effect on the success of the company. Please submit your resume.

This Job Description is a living document and may continue to evolve as the Division grows, technology changes and other circumstances change. The terms of this Document are not intended to be construed as an employment contract. Company Leadership also reserves the right, at its sole discretion, to alter, amend, modify, interpret, and/or temporarily suspend any part of this document at any time and without notification.

DEFINITIONS & ACRONYM EXPLANATION:

P&S = Pennings & Sons

Company= W. Pennings & Sons Inc, d/b/a Pennings &Sons, Pennings Handyman and Pennings Accessible Living

EOS= Entrepreneurial Operating System

POS= Pennings Operating System

P&S Leadership Team= Visionary, Integrator, Managers of Production, Business, Sales, Design, Marketing/IT

PM= Production Manager (P&S)

JS= Job Supervisors

Production (or Field) Staff) =Job Supervisors, Carpenters, Project Specialists, Crew Members, & Helpers

PHM=Pennings Handyman (a Division of Pennings & Sons)

PHM-PM= Pennings Handyman Production Manager

PHM-PS= Pennings Handyman Project Specialist

T&M=Time & Material (a Division of PHM)

PAL = Pennings Accessible Living

BT= Buildertrend cloud-based software

FT = Folder Tree (electronic files)

QB= QuickBooks accounting software

GM= Gross Margin