Office Manager

Position Summary

We are a horizontal construction company specializing in heavy civil and site work—roads, highways, grading, excavation, utilities, drainage, and other infrastructure projects. We are seeking a hands-on Office Manager to run the day-to-day operations of our office and serve as the administrative backbone that keeps our crews, equipment, and projects moving.

This role blends accounting (accounts payable and receivable), regulatory and certified-payroll compliance, and project administration support. The ideal candidate is highly organized, detail-oriented, comfortable working alongside field crews and project managers, and able to juggle competing deadlines in a fast-paced construction environment.

Key Responsibilities

Accounting — Accounts Payable & Receivable

• Process incoming vendor and subcontractor invoices: verify against purchase orders and delivery tickets, code to the correct job and cost code, route for approval, and schedule payments.
• Prepare and submit progress billings, pay applications and customer invoices; track retainage and follow up on outstanding receivables and lien waivers.
• Maintain job-cost coding so labor, materials, equipment, and subcontractor costs are captured accurately for each project.
• Manage vendor accounts, statements, and reconciliations; resolve billing discrepancies.
• Support with the bookkeeper/accountant or external CPA on month-end close, bank reconciliations, and financial reporting.

Compliance & Certified Payroll

• Prepare and file weekly certified payroll reports for prevailing-wage and public-works projects (Davis-Bacon / state equivalents) and submit through systems such as LCPtracker or DIR.
• Track and maintain compliance with prevailing-wage determinations, fringe benefit requirements, and apprenticeship/EEO reporting.
• Keep business licenses, contractor licenses, registrations, and insurance certificates (general liability, workers’ comp, auto) current and on file.
• Coordinate bonding and insurance documentation, COI requests, and W-9 / subcontractor compliance packets.
• Assist with OSHA recordkeeping, DOT driver/vehicle files, safety documentation, and permit tracking as needed.

Project Administration Support

• Support project managers and estimators with bid packages, subcontracts, purchase orders, and change orders.
• Track and file submittals, RFIs, contracts, insurance certs, and project documentation in an organized filing system.
• Maintain equipment and rental logs, fuel records, and maintenance documentation in coordination with field staff.
• Help assemble project close-out documents, warranties, and as-built records.

General Office Management

• Oversee the day-to-day operation of the office: phones, mail, supplies, filing, and vendor relationships.
• Support new-hire paperwork, onboarding, timekeeping, and basic HR record maintenance.
• Serve as the primary point of contact for vendors, clients, and subcontractors on administrative matters.

Required Qualifications

• 3–5 years of office administration, bookkeeping, or office management experience—construction industry experience strongly preferred.
• Solid working knowledge of accounts payable and receivable, including job costing in a project-based environment.
• Familiarity with certified payroll and prevailing-wage compliance (Davis-Bacon and/or state requirements).
• Proficiency with accounting/construction software (e.g., QuickBooks, Sage 300/Foundation, Viewpoint, or similar) and Microsoft Office, especially Excel.
• Strong organizational skills, accuracy, and the ability to manage multiple deadlines.
• Clear written and verbal communication; comfortable interacting with field crews, management, and outside agencies.

Preferred Qualifications

• Experience with heavy civil / horizontal construction or public-works (DOT, municipal) projects.
• Hands-on experience with certified-payroll platforms such as LCPtracker, DIR, or similar.
• Knowledge of AIA billing, lien waivers, and retainage management.
• Associate’s or Bachelor’s degree in accounting, business administration, or a related field.

Pay: $26.11 - $31.44 per hour

Benefits:

• Dental insurance
• Health insurance
• Parental leave
• Vision insurance

Work Location: In person

Salary : $26 - $31