Office Manager

Key Responsibilities

Accounts Receivable

The Office Manager is responsible for managing customer invoicing and payment follow-up, including:

• Creating and sending customer invoices
• Tracking outstanding balances
• Monitoring aging accounts receivable reports
• Following up with customers regarding overdue payments
• Sending payment reminders and collection notices
• Coordinating with project managers and ownership regarding disputed or unpaid invoices
• Recording customer payments accurately
• Maintaining documentation of collection efforts
• Assisting with lien-related documentation or collection escalation when needed

Accounts Payable

The Office Manager is responsible for managing vendor bills and company payables, including:

• Entering vendor bills into QuickBooks
• Reviewing invoices for accuracy and proper job/project coding
• Matching vendor invoices with purchase orders, receipts, or approvals
• Scheduling and processing vendor payments
• Maintaining vendor files and W-9 documentation
• Communicating with vendors regarding billing questions or discrepancies
• Ensuring bills are paid on time while supporting company cash-flow priorities

Payroll

The Office Manager is responsible for processing payroll through QuickBooks Payroll, including:

• Reviewing employee time entries for accuracy
• Coordinating corrections with employees or managers
• Processing weekly, biweekly, or scheduled payroll
• Tracking paid time off, holidays, and payroll adjustments
• Entering bonuses, reimbursements, deductions, retro pay, or other payroll items as needed
• Assisting employees with QuickBooks Workforce access and paystub questions
• Maintaining accurate employee payroll records
• Ensuring payroll deadlines are met consistently

Bank & Account Reconciliations

The Office Manager is responsible for maintaining accurate financial records through regular reconciliations, including:

• Reconciling bank accounts
• Reconciling credit card accounts
• Reviewing transactions for proper categorization
• Identifying missing receipts, duplicate charges, or posting errors
• Coordinating with ownership or accounting support to correct discrepancies
• Ensuring QuickBooks records remain accurate and current
• Supporting month-end and year-end closing processes

Payment Collections

The Office Manager plays a key role in protecting company cash flow by managing payment collections, including:

• Monitoring customer balances and payment due dates
• Contacting customers with past-due balances
• Sending professional but firm collection emails and letters
• Maintaining records of payment promises and follow-up dates
• Coordinating with project managers before escalating collection matters
• Communicating payment status updates to leadership
• Helping enforce company payment terms and collection policies

Office Administration

Additional responsibilities include:

• Answering phones and assisting customers
• Scheduling appointments or supporting customer intake
• Maintaining organized digital and physical records
• Supporting sales and production teams with administrative tasks
• Preparing reports for management
• Assisting with permits, job files, contracts, and customer documents
• Maintaining office supplies and vendor relationships
• Helping improve office systems, workflows, and procedures

Required Skills & Qualifications

• Experience with QuickBooks Online and QuickBooks Payroll preferred
• Strong understanding of AR, AP, payroll, and reconciliations
• Excellent attention to detail
• Strong organizational and time-management skills
• Professional written and verbal communication
• Ability to follow up firmly and professionally on payment collections
• Comfortable handling confidential financial and employee information
• Ability to work independently and prioritize tasks
• Proficient with email, spreadsheets, document management, and office software
• Construction, restoration, or service-business experience preferred but not required

Ideal Candidate Traits

The ideal Office Manager is:

• Reliable and consistent
• Detail-oriented
• Honest and trustworthy
• Professional with customers and vendors
• Comfortable holding people accountable
• Calm under pressure
• Proactive in solving problems
• Strong at follow-through
• Able to support both office operations and company financial controls

Performance Expectations

Success in this role will be measured by:

• Payroll being completed accurately and on time
• Vendor bills being entered and paid properly
• Customer invoices being sent promptly
• Accounts receivable being actively monitored and followed up on
• Reconciliations being completed accurately and regularly
• Financial records being organized and up to date
• Office communication and administrative systems running smoothly
• Leadership receiving accurate and timely financial information

Join us as an Office Manager and become an integral part of a vibrant team dedicated to operational excellence!

Pay: $20.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Meadville, PA 16335 (Required)

Work Location: In person

Salary : $20 - $25