Office Manager

Position Summary:

The Office Manager will be responsible for the general administrative functions, events, and activities in the office. This employee will also handle many accounting functions for the accounting department including monthly billings and closeouts, entering in new jobs, and miscellaneous accounts payable duties.

Essential Job Functions

Accounting Duties:

• Manage all equipment, property, and assets in Asset Keeper with guidance from HBE.
• Assist in sending contracts; check process; ensuring current COIs, W9, Contractor’s Registration, returned lien waivers, signed subcontractors; and tax-exempt forms.
• Close monthly modules in Sage each month following entries, posting, and financials are completion.
• Process AP checks to be paid on Fridays. Print check register and lien waivers. Upload positive pay file and respond to exceptions, if needed.
• Assist Project Managers to ensure that all AWAs, change requests, change orders, and subcontractor invoices are accurate.
• Process monthly billings including accounts payable, PR reports, and needs bills both for lump sum and cost-plus projects.
• Utilize the AIA website for billings. Perform contract prep for Project Managers and CO’s as needed.
• Enter jobs, new customers, estimates, subcontracts, contracts, and create continuation sheets for Project Managers, as requested.
• Assist with miscellaneous Accounts Payable including shop expenses, overhead expenses, and large purchases.
• Assist with the Work In Progress schedule.
• Assist in checking statements from vendors.
• Assist with year end 1099s, enrollments for health insurance, and correspondence with HBE.
• Receive and verify expense reports; reconcile expense and other financial reports with account balances and other office records.
• Prepare monthly financial reports.
• Review monthly vendor relations for invoices, statements, and account management.
• Facilitate payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensure outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment.
• Oversee accounting records and ledgers by reconciling monthly statements and transactions.
• Calculate and report sales tax based on paid invoices.
• Lead weekly finance department meetings.
• Manage finance team members responsibility, delegation, and expectation.
• Manage employee benefits and enrollments, including yearly renewals.
• Ensure general liability coverage and auto insurance is maintained for business and project management, including communication with any changes in business operations and purchases.
• Assist project managers with financial operations.
• Assist with ESOP distribution and documentation.
• Lead strategic relations with banking and lending accounts.
• Forecast annual financials and strategic goals in conjunction with the President and Board.

Office Manager Duties:

• Oversee the daily work activities of the office.
• Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.
• Provide clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
• Oversee petty cash fund.
• Maintain inventory of office supplies; order new supplies as needed.
• Maintain office files; implement an efficient system for other staff to access files and records.
• Perform other related duties as assigned.

Skills and Experience:

• Ability to type at least 60 words per minute.
• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Must be reliable and extremely trustworthy.
• Ability to maintain confidential and meticulous records.
• Proficient with Microsoft Office Suite or related software.
• Ability to work with a variety of personalities.

Qualifications:

• Experience in accounting in a construction industry.
• At least three years of administrative and clerical experience required.
• Bachelor’s degree in accounting preferred, associate’s degree, required.
• Previous experience with Sage 300, highly preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Lincoln, NE 68504: Relocate before starting work (Required)

Work Location: In person