Office Manager/Bookkeeper

Job Summary

Mexico Heating Company, Inc. is a commercial HVAC and sheet metal contractor based in Mexico, Missouri. We are seeking an Office Manager to oversee accounting, payroll, employee benefits, and daily office administration.

This position works directly with ownership and project managers to maintain accurate financial records, meet reporting deadlines, and support our field and fabrication operations. We are looking for someone who takes initiative, takes pride in their work, and can independently manage recurring responsibilities.

Responsibilities

• Accounting and financial reporting: Maintain the general ledger, prepare journal entries and monthly financial reports, reconcile bank accounts, and monitor cash balances and cash flow.
• Accounts receivable and billing: Prepare monthly contract billings and other invoices, review change order status with project managers, track outstanding receivables, and process deposits.
• Accounts payable: Review vendor invoices against purchase orders and receiving records, reconcile vendor statements, and process payments.
• Payroll and union reporting: Process weekly payroll, allocate labor costs to projects, maintain employee earnings records, and prepare certified payroll reports, union reports, and related payments.
• Employee benefits and records: Maintain personnel records and administer health insurance, retirement, and HSA contributions. Track apprentice hours and assist with employee benefit questions.
• Tax reporting and year-end coordination: Prepare required payroll, employment, sales, and use tax filings and payments. Prepare W-2s and coordinate year-end financial information with the company’s outside accountant.
• Insurance and audits: Coordinate insurance renewals and provide records for workers’ compensation, liability, and other required audits.
• Office and project support: Assist ownership and project managers with purchase orders, change orders, proposals, reporting, and contractor safety documentation, including ISNetworld and Avetta.

Required Skills & Qualifications

• Experience managing bookkeeping, payroll, and accounting responsibilities for a business.
• Working knowledge of general ledger accounting, account reconciliation, accounts payable, and accounts receivable.
• Proficiency with accounting and payroll software, Microsoft Excel, and Outlook.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines independently.
• Clear, professional communication with employees, customers, vendors, and outside advisors.
• Sound judgment and discretion when handling confidential financial and employee information.
• Willingness to learn our systems, take ownership of responsibilities, and improve office processes.

Preferred (But Not Required)

• Experience working for a construction contractor.
• Familiarity with construction billing, job cost accounting, and change orders.
• Experience with union payroll, certified payroll, and prevailing wage reporting.
• Experience administering employee benefits and coordinating insurance renewals and audits.
• Education or training in accounting, bookkeeping, or business administration.

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance

Work Location: In person

Salary : $45,000 - $50,000