What are the responsibilities and job description for the Office Manager / Bookkeeper / HR Admin position at JJ Builders?
About the Role
JJ Builders is looking for an organized and dependable Office Manager, Bookkeeper & HR Admin to support our day-to-day office operations, bookkeeping, HR administration, and client communication.
This role is ideal for someone who is detail-oriented, comfortable working with numbers and people, and able to manage multiple responsibilities in a fast-paced construction environment.
Key Responsibilities
Office Management & Client Support
- Manage day-to-day office operations and administrative needs
- Answer inbound calls from potential and existing clients professionally
- Gather basic client and project information and route inquiries to the appropriate team member
- Assist with scheduling, internal communication, and follow-ups
- Maintain organized company files, records, and office systems
- Coordinate office supplies, vendors, and general office needs
- Support leadership and team members with administrative tasks
Bookkeeping & Construction Accounting
- Maintain accurate financial records in QuickBooks
- Manage accounts payable and accounts receivable
- Perform bank and credit card reconciliations
- Assist with payroll, monthly close, and year-end reporting
- Coordinate with the company's CPA for tax preparation and compliance
- Track project costs, including labor, materials, and subcontractors
- Assist with progress billing, retainage, change orders, and cost allocation
- Maintain organized and accurate financial documentation
HR Administration
- Maintain confidential and up-to-date employee records
- Prepare and process new-hire and employee paperwork
- Support employee onboarding and offboarding
- Track required employee documentation and follow up on missing paperwork
- Help improve HR administrative processes
Required Qualifications
- Minimum 2 years of QuickBooks/bookkeeping experience
- Strong understanding of AP, AR, reconciliations, and basic financial reporting
- Office management or administrative experience
- Strong organizational and multitasking skills
- Professional phone and customer service skills
- Excellent attention to detail and follow-through
- Strong written and verbal communication skills
- Ability to handle financial and employee information confidentially
Preferred Qualifications
- Construction accounting and job-costing experience
- Previous office management experience
- HR, Admin and payroll experience
- Experience with construction billing, retainage, and change orders
- Experience supporting a small to mid-sized business
- Must be able to reliably come to the JJ Builders office in Holtwood, PA.
What Success Looks Like
- Office operations are organized and running efficiently
- Financial records and job costs are accurate and current
- Potential client calls are handled professionally and followed up promptly
- Employee and HR documentation is complete and organized
- Administrative and financial deadlines are consistently met
- Leadership receives clear, proactive communication
- Tasks are followed through from start to completion
- We’re looking for someone who can take ownership of the office, keep the numbers organized, support our employees, and help ensure clients receive a professional experience from their first interaction with JJ Builders.