Construction Office Manager

We are seeking a highly organized and detail-oriented Office Manager to support our construction office. This role involves managing daily administrative tasks, coordinating communication, and ensuring smooth office operations. The ideal candidate will possess strong office management skills, proficiency in various computer applications, managing certified payroll, and excellent customer service abilities. Bilingual skills are a plus to assist in diverse interactions. This position will support multiple active projects while coordinating with field staff, subcontractors, and management.

Responsibilities

• Manage front desk operations, including greeting visitors and handling inquiries with professional phone etiquette
• Provide customer support by responding to inquiries via email in a courteous manner
• Maintain accurate digital data entry and physical filing systems for project documentation, contracts, and reports
• Utilize Microsoft Office Suite and QuickBooks for document preparation, scheduling, and bookkeeping tasks
• Update, review, and maintain employee timesheets for payroll and equipment hours
• Review field-entered time for accuracy and resolve discrepancies prior to payroll processing
• Prepare and deliver weekly certified payroll reports for multiple commercial and government projects
• Enter and reconcile payroll and job cost data in QuickBooks
• Assist with invoicing, purchase orders, and expense tracking
• Coordinate with subcontractors, vendors, and government agencies as required
• Maintain compliance with prevailing wage, certified payroll, and contract requirements

Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent typing speed and accuracy for data entry and document preparation
• Experience with QuickBooks or similar accounting software is preferred
• Experience with certified payroll and prevailing wage reporting
• Bilingual abilities are advantageous for communicating with diverse clients
• Office management experience combined with clerical expertise in a construction or related environment
• Exceptional customer service skills with professional phone etiquette and support capabilities
• Time management skills to handle multiple responsibilities efficiently in a fast-paced setting
• Currently hold an active Notary Public commission or have the ability to obtain one