What are the responsibilities and job description for the Office Administrator position at Confidential?
Company Overview
We are a civil construction industry leader located in Fresno California who performs public works contracts specializing in municipalities, federal and state funded projects.
We are looking for a highly organized and detail-oriented Office Manager to run our accounting and human resources (HR) compliance needs. This role is essential to ensuring smooth financial operations, state DIR compliance, and overall office efficiency.
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Position Summary
The Office Manager is responsible for maintaining accurate financial records, HR compliance, and office administration to support daily business operations. This position will manage accounts payable (AP), accounts receivable (AR), payroll, benefits administration, and HR compliance, ensuring adherence to California labor laws and company policies.
This role requires a strong background in accounting, HR labor compliance and office management within the construction industry. The ideal candidate will be highly organized, an effective communicator, proactive, detail-oriented, and capable of handling multiple responsibilities in a fast-paced environment.
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Key Responsibilities
Accounting & Financial Management
- Ensure compliance with GAAP, tax regulations, and all applicable state and federal financial laws.
- Manage accounts payable (AP) and accounts receivable (AR) to ensure timely payments and collections.
- Develop and implement internal controls to safeguard company assets.
- Assist in job-costing, financial reporting, and expense tracking for projects.
- Process payroll, ensuring compliance with California prevailing wage requirements.
- Reconcile accounts.
- Maintain accurate general ledger records and support the executive team with month-end and year-end reporting and closing procedures.
Human Resources and Compliance
- Ensure HR compliance with California labor laws, OSHA regulations, and company policies.
- Oversee employee onboarding and offboarding work flows, ensuring proper documentation, background checks, and training.
- Maintain confidential employee records, including I-9 forms, W-4s, and employment commitments.
- Administer workers' compensation compliance and reporting.
- Assist in handling employee relations matters, performance evaluations, and disciplinary actions.
- Manage and update employee handbooks, HR policies, and training programs.
Payroll & Compliance
- Process payroll, ensuring accuracy in overtime calculations, prevailing wage compliance, and certified payroll reporting, (CPR).
- Maintain records for CPRs ensuring proper contributions and deductions.
- Address payroll discrepancies and employee payroll concerns in a timely manner.
Office Administration & Operations
- Oversee general office operations, ensuring a well-organized, efficient, and professional work environment.
- Maintain company files, contracts, and records for accounting and HR compliance.
- Assist in preparing reports and presentations for management meetings.
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Qualifications & Experience
- 5 years of experience in accounting, finance, human resources and business administration.
- 5 years of experience in an office management role with a focus on accounting and HR compliance in construction.
- Strong knowledge of California labor laws, payroll processing, and HR best practices.
- 5 years of exemplary experience running Quickbooks Enterprise.
- Expertise in California Certified Payroll and Prevailing Wage reporting.
- Strong proficiency in Microsoft Office (Excel, Word, Outlook) and HR/payroll software.
- Excellent organizational, analytical, and communication skills.
- Ability to multitask and work in a fast-paced, deadline-driven environment.
- Strong attention to detail and accuracy in financial and HR data management.
Join our team as an Office Manager where you will play a vital role in creating an organized, productive, and welcoming workplace!
Job Type: Full-time
Pay: $30.00 - $40.00 per hour
Expected hours: 40 per week
Benefits:
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
Experience:
- California DIR: 5 years (Required)
- Accounting: 5 years (Required)
- Quickbooks Enterprise: 5 years (Required)
- Construciton Office: 5 years (Required)
Ability to Commute:
- Fresno, CA 93710 (Required)
Work Location: In person
Salary : $30 - $40
