Office Manager and Accounting Administrator

Job Title: Office Manager and Accounting Administrator

Status: Full Time, Exempt

Location: Chicago, IL

About Us

Founded in 2019, Centre Construction Group (CCG) of Chicago, Illinois is one of the nation’s most trusted and accomplished construction firms, offering a full-range of construction services including preconstruction, general contracting, and construction management. Family-owned and operated, CCG projects range from complex new construction and multi-phased renovation to sensitive historic restoration in nearly every building market. The attributes that set CCG apart are an unwavering commitment to client service, technical expertise, and strong relationships with the trade partner community.

Job Summary

The Office Manager & Accounting Administrator will be responsible for ensuring the company's office operations run efficiently and professionally while supporting the Accounting team with a variety of accounting and financial administrative functions.

The successful candidate will bring strong organizational skills, attention to detail, sound judgment, and prior experience working in an office and/or accounting environment. This individual will work closely with the Controller, Accounting Manager, project management team, and company leadership to maintain accurate records, facilitate administrative processes, and support the company's day-to-day operations.

The ideal candidate is someone who can work independently, identify what needs to be done without being asked, and proactively improve processes and organization across the office.

Job Responsibilities

Office Management & Operations

• Take ownership of the day-to-day operations and administrative needs of the office.
• Maintain a professional, organized, and efficient office environment.
• Maintain adequate office supply inventory and coordinate the ordering of supplies as needed.
• Record and process payments for office utility bills, ensuring payments are made accurately and on time.
• Serve as a primary point of contact for employees, visitors, vendors, subcontractors, and other external contacts.
• Coordinate office maintenance, repairs, deliveries, mail, and building-related services.
• Establish and maintain relationships with office vendors and service providers.
• Coordinate meetings, office events, employee activities, and other company gatherings.
• Manage incoming calls, correspondence, packages, and general office communications.
• Maintain organized electronic and physical filing systems.
• Maintain office procedures and administrative processes.
• Assist with employee onboarding and offboarding, including coordination of equipment, workspace, access, supplies, and administrative documentation.
• Provide administrative support to company leadership and other departments as needed.
• Identify opportunities to improve office processes, organization, and efficiency.

Accounting Administration & Support

• Provide experienced administrative support to the Controller and Accounting Manager.
• Create and maintain new vendor records in Sage, obtaining the required W-9 form before entering each vendor into the system.
• Create and maintain customer records in Sage, including accurate billing information and customer contacts.
• Create new projects in Sage and ensure project information is accurately entered and maintained.
• Record and maintain employees’ monthly expense reports, ensuring expenses are properly documented and recorded.
• Assist with accounts payable processes, including receiving, organizing, reviewing, coding, and entering invoices.
• Assist with accounts receivable processes, including preparing invoices, tracking outstanding balances, and maintaining supporting documentation.
• Process and maintain accurate financial records and documentation.
• Assist with invoice processing and ensure invoices are properly matched with purchase orders, contracts, receipts, and other supporting documentation.
• Maintain accurate vendor and subcontractor records.
• Assist with obtaining and maintaining W-9s, insurance certificates, lien waivers, and other required vendor and subcontractor documentation.
• Monitor outstanding documentation and follow up with vendors, subcontractors, and internal teams as needed.
• Assist with credit card and employee expense reconciliation.
• Assist with bank and account reconciliations as directed by the Accounting team.
• Assist with month-end and year-end close activities.
• Prepare and maintain spreadsheets, reports, and other financial documentation.
• Enter and maintain financial information in the company's accounting system.
• Assist with researching and resolving invoice discrepancies, payment issues, and other accounting-related questions.
• Maintain organized and accurate accounting files and supporting documentation.
• Provide administrative support for audits, tax filings, financial reporting, and other accounting projects as needed.
• Maintain confidentiality of financial and company information.

Construction & Project Accounting Support

• Support the Accounting and Project Management teams with administrative and financial documentation related to construction projects.
• Create and maintain project budgets in Sage.
• Prepare subcontracts in Sage, distribute them to subcontractors for execution, and save fully executed contracts in the appropriate shared drive or project folder.
• Assist with organizing project-related invoices, purchase orders, contracts, subcontractor documentation, and other financial records.
• Assist with the collection and organization of documentation required for project billing.
• Help track outstanding invoices and supporting documentation.
• Coordinate with Project Managers, Superintendents, subcontractors, and vendors to obtain missing or incomplete documentation.
• Assist with maintaining accurate and organized project files.
• Support the Accounting team with other project-related accounting and administrative needs.

Qualifications:

• 5 years of experience in office management, administration, accounting support, or a related field.
• Strong knowledge of accounts payable, accounts receivable, invoicing, and general accounting processes.
• Proficiency with Microsoft Office, particularly Excel, and experience with accounting or ERP systems.
• Highly organized and detail-oriented with strong time-management and problem-solving skills.
• Ability to work independently, manage multiple priorities, and exercise sound judgment.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

Preferred:

• Experience in a construction or project-based environment.
• Experience with Sage accounting software.
• Familiarity with construction accounting, job costing, project billing, and subcontractor administration.
• Experience with purchase orders, lien waivers, certificates of insurance, and vendor/subcontractor documentation.
• Associate's or bachelor's degree in Accounting, Business Administration, Finance, or a related field.

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Paid Holidays
• Retirement plan with match
• Bonus eligibility

Scheduling and Work Location:

• Standard schedule is Monday- Friday: 40-50 hours/week, in office.

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $70,000