Job Description

We are seeking an organized, detail-oriented, and proactive Office Manager/Bookkeeper to join our growing construction company. This hybrid role will involve managing daily office operations, maintaining accurate financial records, overseeing bookkeeping tasks, and providing administrative support to the management team. The ideal candidate will be a highly motivated individual with strong multitasking skills and a solid understanding of accounting practices and office management. Must have great work ethic, trustworthy, great attitude, and friendly disposition; but at the same time be able to have a thick skin and discernment with sub contractors and employees.

Key Responsibilities:

Office Management:

Oversee day-to-day office operations to ensure smooth and efficient functioning. Act as the primary point of contact for all office-related inquiries and communication. Manage office supplies, inventory, and vendor relationships to ensure adequate stock and timely deliveries. Organize and schedule meetings, and appointments for the team. Handle client and subcontractor communications, including responding to emails and phone calls. Maintain and organize company files, documents, contracts, and project-related paperwork. Ensure that the office environment is neat, professional, and conducive to productivity. Manage office technology and equipment, coordinating repairs or upgrades as needed.

Bookkeeping & Financial Management:

Perform day-to-day bookkeeping tasks, including managing accounts payable (AP) and accounts receivable (AR). Maintain and update financial records, ensuring accuracy and compliance with company policies and industry standards. Reconcile bank statements, credit card transactions, and financial accounts. Prepare and submit invoices to clients, and track outstanding payments to ensure timely collection. Assist in preparing financial reports, including profit and loss statements, balance sheets, and budget reports. Work closely with the accountant or financial team for year-end financial closing and tax preparation. Monitor and manage project budgets, tracking expenses and ensuring profitability for ongoing construction projects.

Administrative Support:

Provide administrative support to the management team, including assisting with project scheduling, vendor management, and contract preparation. Help coordinate and monitor project timelines, ensuring deadlines are met and projects stay within budget. Assist with onboarding new employees and contractors, including completing necessary documentation. Handle various administrative tasks, such as data entry, filing, and managing office correspondence. Ensure compliance with relevant regulations and construction industry standards, including safety protocols.

Qualifications:

Proven experience as an office manager, bookkeeper, or similar administrative role, preferably in the construction or trades industry. Strong knowledge of basic accounting principles and bookkeeping practices. Experience with accounting software (e.g., QuickBooks) and MS Office Suite (Excel, Word, Outlook). Familiar with: AIA pay applications, Sworn Statements, Lien Waivers, Construction Submittals, Specs, and Plans. Excellent organizational skills with the ability to multitask and prioritize tasks effectively. Strong attention to detail and problem-solving skills. Ability to work independently and as part of a team. Good communication skills, both written and verbal. Familiarity with construction industry terms and processes is a plus. High school diploma required; associate's or bachelor's degree in accounting, business administration, or a related field preferred. Ability to handle sensitive and confidential information with discretion.

Physical Demands:

Ability to sit or stand for long periods of time. Occasional lifting of office supplies or documents (up to 25 pounds). Ability to work in an office environment with a moderate level of noise from construction activities.

Compensation:

Competitive salary based on experience. Benefits package (health insurance, paid time off, retirement savings, etc.). Opportunity for career growth in a dynamic and expanding company.
Pay: $45,000.00 - $60,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance
Work Location: In person