Construction Finance / Office Manager

Overview
The Construction Finance & Office Manager provides supervisory oversight and coordination of the financial operations, compliance reporting, and administrative functions for the commercial HVAC construction division. This role ensures accurate billing, payroll, and project accounting while maintaining compliance with prevailing wage, bonding, and safety regulations.

Key Responsibilities

Financial & Billing Operations Oversight

• Oversee AIA billings (G702/703 forms), including review and approval of submissions, coordination with project managers, verification of labor and material costs, and timely submission to general contractors and owners.
• Supervise accounts receivable processes, including invoice accuracy, payment tracking, aging report reviews, and follow-up on delinquent accounts.
• Manage accounts payable oversight, including vendor invoice review, PO matching verification, expense coding accuracy, and approval of payments.
• Monitor project profitability by reviewing job cost reports against budget; support project managers with variance analysis and forecasting.

Construction Compliance & Reporting Oversight

• Review and approve certified payroll reports to ensure compliance with prevailing wage requirements for public and union projects.
• Oversee lien waiver documentation collection and coordinate with subcontractors and material suppliers.
• Ensure AIA Document 305 (Contractor's Qualification Statement) and other qualification documents are prepared accurately and submitted on schedule.
• Supervise OSHA 300 log maintenance and EMR (Experience Modification Rate) documentation to ensure accurate and timely reporting.

Construction Payroll & HR Coordination

• Oversee construction payroll processing, including prevailing wage calculations, fringe benefit tracking, and union apprenticeship hour reporting accuracy.
• Coordinate with HR and field leadership on labor certifications, apprenticeship documentation, and worker classification compliance.
• Ensure payroll records are maintained accurately and support audit requirements for prevailing wage compliance.

Financial Planning & Month-End Operations

• Forecast project and overall division profitability using job cost data and overhead analysis; provide regular reports to management.
• Lead month-end closing processes, including reconciliations, accrual reviews, and financial statement preparation in Sage 100.

Project & Administrative Management Oversight

• Review and approve purchase orders and subcontract agreements; ensure insurance certificates and W-9 documentation are collected and filed.
• Maintain construction project files, including contracts, amendments, RFIs, change orders, and supporting documentation.
• Prepare construction-focused reporting for management, including project status, profitability, compliance metrics, and forecasting.
• Coordinate with field operations on invoicing requests, material staging documentation, and project-specific administrative needs.

Qualifications

• Experience in construction accounting, project accounting, or construction office management, ideally in mechanical or HVAC contracting.
• Strong proficiency with AIA billing formats (G702/703) and prevailing wage/certified payroll processes.
• Familiarity with construction compliance, including OSHA 300 reporting, bonding requirements, and lien waiver procedures.
• Experience with Sage 100 or similar construction accounting software strongly preferred; experience with project management systems is a plus.
• Demonstrated ability to manage financial forecasting, job costing, and month-end closing processes.
• Proficiency with Excel for reporting, analysis, and financial modeling.
• Strong attention to detail, organizational skills, and ability to oversee multiple team members and complex processes.
• Excellent written and verbal communication and ability to interface with project managers, subcontractors, finance leadership, and customers.

MG Mechanical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or gender identity.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $55,000 - $70,000