What are the responsibilities and job description for the Office Manager - Construction position at American Fence Company?
American Fence Company is hiring a Construction Office Administrator. Pay range is $28.00 - $36.00/hour DOE. Successful candidate will be very well organized, have excellent communication skills and be computer literate. Must have prior experience in construction industry and contract administration.
About Us:
American Fence Company , founded in 1948, is one of the largest installer of rental and permanent fence that is focused on future growth. We provide a high quality of fencing solutions by valuing our employees which has resulted in average tenure of 9 years of employment.
Key Responsibilities
1. Accounts Receivable, Billing & Collections
- Process daily RAF and extension invoicing, ensuring billing accuracy and timely submission.
- Prepare and submit AIA pay applications and supporting documentation through customer and contractor platforms, including Textura, Procore, and Coupa.
- Generate daily cash balancing reports and reconcile payments and deposits.
- Process credit card transactions and accurately apply payments to the appropriate customer accounts and invoices.
- Monitor outstanding receivables and manage collection activities through the Collection Command Center.
- Contact customers regarding past-due balances, document collection efforts, update account records, and escalate collection issues as appropriate.
- Assist with researching and resolving billing discrepancies, payment discrepancies, and account questions.
2. Records Management & Documentation
- Maintain complete, accurate, and organized job files and supporting RAF documentation in Docuware.
- Ensure required paperwork is properly filed, accessible, and maintained in accordance with company procedures.
- Review documentation for completeness and follow up on missing or outstanding items.
3. Customer & Job Administration
- Review and approve jobs in accordance with company guidelines and approval requirements.
- Assign Report of Order (R.O.) numbers and Address Book Numbers as required.
- Verify required customer and job information and coordinate the collection of applicable down payments.
- Prepare lien releases and related documentation in accordance with company procedures.
- Support certified payroll administration per company guidelines.
4. Communication & General Office Support
- Monitor and respond to customer and internal emails in a timely and professional manner.
- Direct customer inquiries to the appropriate department or personnel.
- Communicate with customers, project teams, and internal departments to resolve administrative and billing issues.
- Perform general office and administrative duties as assigned.
- Maintain the confidentiality and accuracy of customer, financial, and job-related information.
Education:
High School Graduate or General Education Degree (GED): Required
Associate's Degree (two year college or technical school) Preferred, Field of Study: Business
Experience:
- 2 plus years of experience in Accounts Receivable
- Experience with construction billing, AIA pay applications, or construction contract administration preferred.
- Experience with collections, cash application, and account reconciliation preferred.
Computer Skills:
- Proficiency in Microsoft Excel, Word, and Outlook.
- General knowledge of accounting principles and accounting software.
- Experience with construction ERP systems preferred.
- Familiarity with Textura, Procore, Coupa, and DocuWare preferred.
- Willingness to learn and utilize AI tools to improve efficiency, accuracy, and administrative workflows.
Certifications & Licenses:
- Currently hold or have the ability to obtain state notary public commission required.
Benefits:
We offer full Benefit packages to our employees including:
- Group Medical Insurance with prescription coverage
- Dental Insurance
- Basic and Voluntary Life Insurance
- Voluntary AD & D Insurance
- Short and Long Term Disability Insurance
- Company Paid Holidays
- Paid Time Off (PTO)
- 401k with company match
- Employee Discounts
EOE/AA/M/F/D/V - Drug Free Environment
Salary : $28 - $36