Office Manager - Construction

Accounting & Bookkeeping 

Accounts Payable 

• Maintain accurate and current Accounts Payable records in Sage 50 for each company entity. 

• Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry. 

• Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation. 

Accounts Receivable & Collections 

• Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff. 

• Record cash receipts according to established procedures and prepare bank deposits as needed. 

• Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required. 

• Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections. 

• Escalate past-due accounts and billing disputes to the Owner promptly. 

General Ledger & Reconciliations 

• Record and reconcile daily financial transactions

• Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities. 

• Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format. 

• Identify and resolve discrepancies, and escalate concerns to the Owner as needed. 

Payroll Support 

• Assist with payroll processing, including collecting and verifying employee time records. 

• Ensure payroll is processed accurately and on time and is properly recorded in the accounting system. 

• Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners. 

Cash Flow, Budgeting & Forecasting 

• Prepare and maintain the weekly cash flow report. 

• Support budget preparation and forecasting activities with the Owner and external partners. 

• Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs. 

Job Cost & Overhead Reporting 

• Ensure project expenses, receipts, and invoices are coded accurately to jobs. 

• Prepare labor burden and overhead absorption reporting as directed. 

• Support the Owner and Project Manager with job cost information as requested. 

Office Management & Administration

Front Office & Customer Communication 

• Answer the telephone and greet visitors professionally, providing information and relaying messages. 

• Route matters requiring action to the appropriate person and follow up to ensure completion. 

• Return all calls and messages within one business day, and within two hours whenever possible. 

Customer & Lead Records 

• Log incoming leads in Pipedrive or the company-designated system and assign job numbers. 

• Maintain accurate customer, lead, and vendor information in company systems. 

• Maintain organized customer and company files, both electronic and paper, that are readily accessible. 

Office Operations 

• Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally. 

• Order and maintain office supplies and manage office equipment, vendor, and service accounts. 

• Maintain company records and filing systems, including document retention. 

• Maintain a clean, organized, and professional office environment.