Looney & Associates, LLC is a dynamic, nationally known Interior Design firm that specializes in projects
for the Hospitality Industry. With Dallas as its home office, the firm also has offices in Chicago and
Honolulu with a total of forty-four employees. During our 28 years we have successfully completed over
400 Hospitality projects. Among our clients are private sector Developers and Owners such as Hines,
Blackstone Real Estate, Alamo Manhattan, Sunstone Hotel Advisors, Park Hotels, and RIDA Development.
They represent hotel brands such as Hyatt Hotels, Marriott International, Hilton Hotels and Resorts,
Omni Hotels and a host of independent brands. The Business Manager position is an important one
within our firm.
QUALIFICATIONS
- Knowledge and experience with Deltek Vision and Vantage Point program desired
- Expertise with MS Office
- Experience within architectural/design firms or related professional services firm
- Overall experience level – 4 to 6 years in a leadership position and role in a similar firm
- Bachelor’s Degree from accredited university program in Business or Accounting
- Strong experience with financial and budgetary processes
- Up to date knowledge of Industry relevant trends
- Effective communicator and superior leadership skills
- Exemplary Personal and Professional References
RESPONSIBILITIES
A/R
- Generate monthly invoices on all active projects
- Ensure timesheets are posted with Director of Operations
- Ensure bills are posted to individual projects
- Code expenses receipts (Amex, etc) to all projects- issue to each cardholder
- Issue draft invoices to Project Managers for confirmation prior to issuing
- Email invoices with the backup expense receipts where required by client
A/P
- Post all bills (project & non-project related)
- Identify Amex charges (project & non-project) and issue to each cardholder
- Post contract labor’s automatic debits to checking account and to Vision
- Post monthly auto debits to cash balance and Vision
- Arrange wire transfers
- Project Managers make requests and verify amounts
- CEO makes bank calls for authorization - Identify Uber/Taxi charges (project & non-project)
- Prepare checks for ongoing payables to be signed by CEO
- Calculate and issue reimbursement checks to staff for travel expenses, etc.
- Make deposits to bank (Frost and Chase)
HR
- Enroll new hires with “Navigator” for health insurance benefits
- Advise third party payroll vendor of insurance premiums to be deducted/modified
- Advise third party payroll vendor of 401(k) and HSA deductions to be deducted/modified
- Keep Payroll up to date on all changes, additions, deletions, etc.
- Assist new hires in enrollment in Vision – timesheet training
- Assist contract labor in timesheet set up
- Maintain hourly Billable Rate Tables for each Staff and overall Rate Tables
- File personnel records
GENERAL BOOKKEEPING
- Post all incoming checks to cash balance
- Cash Management to ensure accounts have funds to cover ongoing expenses and payroll
- When appropriate, transfer funds from money market to checking
- Monitor LOC and confer with Executive Committee on its status
- Post payroll to cash balance
- Monitor cash balance and advise Executive Committee of status
- Monitor and post all deposits and ACH’s to cash balance
- Advise Executive Committee and Project Managers of collections of A/R including project number and date/number of invoices paid
- Balance bank accounts monthly with outside CFO service
- File all items above
DUTIES
Daily
- Posting incoming A/R, A/P, etc.
- Coordination with receptionist- backup reception
- Conferring with staff
- Account balance summary
- Establish New Projects in Deltek/New ASRs- Project Managers to provide required information
- Coordinate with Receptionist on maintenance of Project Database information
Monthly
- Preparing invoices and issuing for payment
- Assisting in preparing monthly financial report with CFO for Executive Review
- Support CFO in preparing Quarterly Summary for Executive Committee
- Process Lien Releases as required by project with assistance from Receptionist
- Request COI Forms from Third Party vendor for each project as required by Contract
Yearly
- Participation in benefits renewal programs with Executive Committee and Director of People Operations
- Assisting in preparation and distribution of W-2, K-1, 1099’s, other tax related documents
- Update and Revise Firm Budget with assistance from CFO and Executive Committee
Current Firm Resources
- Deltek Vision/Vantage Point operating system – Supported by Ron Hupp, IntraVisionSolutions
- Payroll Success- Payroll Services
- July Business Services – third party administrator for John Hancock 401(k)
- Sleeper Sewell Insurance – third party Health Benefits consultant
- Frost Bank- Banking
- Frosch Travel – Travel Agent
- Marge Camstra, CPA- CFO
- Chris Schwarz, CPA- Company CPA
COMPENSATION AND BENEFITS
- Salary – Commensurate with experience and qualifications, with paydays twice monthly
- Annual bonus / profit sharing, based upon personal performance and firm profitability
- 401(k) Plan with 25% matching up to 4% of Gross Annual Income
- Health Insurance premiums for employee (after 60-day carrier-imposed wait period), unless waived by you; firm currently pays 80% of premium; employee choice of HSA or PPO are available
- Paid Long Term Disability Insurance premium
- Vision and Dental insurance plan available at employee’s cost
- Various AFLAC plans available at employee’s cost
- Company pays for annual professional license fees and professional membership dues
- 144 hours of paid personal time off per year, accruing at the rate of 12.00 hours per month
- Paid standard yearly holidays (8 days)
- (8) hours paid Holiday on anniversary date of employment
- (16) hours of paid time off per year specifically for continuing education studies or classes
- Full paid Parental Leave for (12) weeks for primary caregiver, (2) weeks for secondary caregiver
- Paid holiday between Christmas and New Year, in addition to standard holidays (number of days to be determined yearly)
- Bi-Annual reviews for performance and career goals and objectives
TO APPLY:
Send resume to opportunities@looney-associates.com. In an effort to help manage this process and ensure your information is properly reviewed, please only contact us as noted.
