Job Details

Position Summary

We're looking for a highly organized, detail-oriented Office Manager to join our team and keep our day-to-day operations running smoothly. This is a key role in our company—perfect for someone who enjoys wearing multiple hats, thrives on keeping things organized, and takes pride in doing things right the first time.

You'll be at the center of our administrative, accounting, and project support functions, working closely with leadership while also supporting the broader team. If you enjoy a mix of bookkeeping, project administration, problem-solving, and keeping an office running efficiently, this could be a great fit!

Key Responsibilities

1. Accounting & Bookkeeping

Accounts Payable (A/P)

• Review and process vendor invoices
• Enter invoices into QuickBooks
• Review vendor statements and resolve discrepancies
• Maintain and update vendor and customer records in QuickBooks
• Provide Form W-9 as requested
• Set up and manage autopayments
• Enter checks into the register
• Prepare Accounts Payable reports
• Process invoice payments as directed by the President

Accounts Receivable (A/R)

• Review and process incoming check and ACH payments

Bank & Credit Card Reconciliation

• Reconcile monthly bank statements
• Set up and process monthly American Express payments
• Code and enter American Express transactions into QuickBooks

General Accounting Duties

• Complete credit applications as needed

1. Billing & Invoicing

• Create and submit customer invoices
• Prepare company billing forms as required
• Prepare and submit conditional and unconditional lien waivers
• Notarize documents as needed
• Utilize customer-required platforms (e.g., GC Pay, Procore)
• Obtain supplier waivers

1. Project & Contract Administration

• Review contracts for key requirements, including:
• Insurance requirements
• Billing requirements
• Schedule of Values (SOV) details (e.g., retainage)
• Contact information updates
• Set up customers and jobs in QuickBooks
• Create and maintain Schedule of Values (SOV)
• Obtain and track insurance certificates

1. Office Operations

• Monitor and replenish office supplies and inventory
• Review, revise, and create company forms and documents
• Answer and direct incoming telephone calls

1. Administrative & Coordination Duties

• Coordinate company events (e.g., holiday parties, employee recognition)
• Perform notarizations as needed
• Set up new employee workstations, including coordinating software installation with IT support
• Serve as liaison with IT consultant and coordinate support needs
• Assist with insurance audits
• Serve as administrator for company software programs, cell phones, and related systems

Required Skills & Qualifications

• Strong organizational skills and attention to detail
• Ability to work independently and manage multiple priorities
• Critical thinking and analytical skills
• Proficiency in Excel, Adobe, QuickBooks, and Outlook
• Ability to multitask in a fast-paced environment
• Professional and pleasant phone demeanor

Preferred Qualifications:

• Experience with construction accounting and billing processes (SOV, lien waivers, etc.)
• Notary Public certification or willingness to obtain

Work Environment & Schedule

• Primarily office-based role
• May require occasional flexibility for business needs or special events