Office Manager

OFFICE MANAGER / BOOKKEEPER

GENERAL DESCRIPTION:

We are a small but rapidly growing general contractor that specializes in design and build renovation and construction projects. We pride ourselves on professionalism, organizational excellence, and a seamless client experience. We are looking for a high-energy, detail-oriented Office Manager to join our team and act as the backbone of our daily operations.

We are looking for an office manager to coordinate bookkeeping duties with 3rd party accounting service, organize and coordinate administration duties and office procedures, and assist production and sales staff with client communication. The office manager's role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. Assisting with company marking activity to include web content, social media management, newsletter content, and customer appreciation events will also be a key role. Primary office manager duties and responsibilities include daily, weekly, and monthly bookkeeping duties, scheduling meetings and appointments, communicating with clients, employees, vendors, and subcontractors, and providing general administrative management and support to our staff. A minimum of five years previous experience as a front office manager or office administrator in a small to medium sized construction company is required. A successful construction company office manager would have extensive experience with construction bookkeeping and job costing using QuickBooks Online, along with a variety of office software (email tools, spreadsheets and databases). Ultimately, the office manager should be able to manage company financial status, ensure the smooth running of the office, and help to improve company procedures and day-to-day operations.

This isn’t just an administrative role; it’s a key position for our company’s growth. A successful office manager will manage our financial health through construction-specific bookkeeping, maintain our professional brand via social media and marketing, and ensure our office runs like a well-oiled machine.

ADMINISTRATIVE DUTIES:

• Communication – voice & written communications with customers, coworkers, vendors, and subcontractors

• Office Maintenance – maintain organized and professional workspace, ensure office common areas are kept neat & tidy; organize and maintain company files

• Human Resource – maintain employee records; subcontractor and vendor insurance & billing information is correct and current

• Company Perception / Marketing – assist in marketing development, maintaining company’s professional social media presence, and continued client / customer communications

• Company Systems Development – assist owners and managers with systems development, provide input to insure smooth data communication between production, sales, and administration systems

• Assist sales with document preparation

BOOKKEEPING / ACCOUNTING DUTIES:

• Coordinate with 3rd party accounting service to upload invoices, bills, and credit card account receipts; print checks from QuickBooks Online; and insure accuracy of job costing

• Client / customer invoicing

• Payroll management through 3rd party payroll service

• Assist with tax document preparation for CPA

• Manage company cash-flow system & report to owners & managers

• Produce company and project financial reports & review with owners & managers

• Participate in project cost review meetings

Office manager will work closely with owners to maintain daily office operations and organization, and assist sales efforts by helping out with client / customer communications. This position is key to the successful growth of the company. A successful office manager will have a positive outlook and reflect the company’s professionalism to clients, vendors, subcontractors, and other employees & team members. The right candidate will possess the following skills, experience, and education:

• Proven experience as an Office manager, Front office manager or Administrative assistant

• Knowledge of office administrator responsibilities, systems and procedures

• Be able to sit at a desk and work at a desktop computer for some extended periods

• Be able to lift a minimum of 25 lbs.

• Proficient with MS Outlook, Word, Excel, PowerPoint, etc.

• Proficient with QuickBooks Online and construction job costing accounting

• Must be able to learn to use BuilderTrend construction management software as it integrates with QuickBooks

• Hands on experience with office machines (e.g. desktop computers and printers)

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paced environment

• A creative mind with an ability to suggest improvements to existing systems, and assist in developing new systems

• Arrive at work ready to perform the daily tasks and duties with a positive outlook

• Minimum of five years bookkeeping and front office experience within the construction / general contracting industry

• Minimum education is Associates Degree in accounting / bookkeeping, business management, or equivalent

Pay: $22.00 - $25.00 per hour

Benefits:

• Flexible schedule

Education:

• Associate (Preferred)

Experience:

• QuickBooksOnline: 5 years (Required)

• Construction company office management: 5 years (Required)

• Construction company bookkeeping: 5 years (Required)