What are the responsibilities and job description for the Office Manager/Accounts Payable/Payroll position at Dynamic Office & Accounting Solutions?

Job Description

Office Manager / Accounts Payable / Payroll

Location : Alameda, CA

Annual Base Salary : $65-85K DOE plus excellent benefits

Schedule : Mon-Fri, 8 : 00 AM-5 : 00 PM

Full-Time, Onsite

We are actively seeking an Office Manager to join our client's expanding heavy civil construction company to effectively handle certified payroll and A / P functions. Our client's team has over 4 decades of combined experience and specializes in small to large construction projects for public / private utilities and general contractors. Their expertise spans mass excavations, structural concrete, wet and dry utilities, large-diameter welded steel pipe, water and wastewater facilities, and aviation fuel line installation and distribution. They pride themselves on their innovative approach, commitment to quality, collaborative culture, and their ability to successfully tackle complex construction projects. The ideal candidate for this role will thrive in a dynamic environment and be excited to contribute to the company's entrepreneurial and collaborative culture.

We're looking for a team player who will contribute positively to our client's outstanding company culture - the ideal candidate will be :

Highly accountable, interactive, and collaborative
Open-minded and willing to learn
Able to handle direct communication
Proactive and resourceful with a problem-solving mentality
Excited about taking on challenging projects as well as completing the small ones
Detail oriented with high attention to timelines
Interested in making things easier or more streamlined and efficient, when possible, for the overall success of the company
Entrepreneurial and innovative thinker
Mentally agile and adaptable
Kind, communicative, and organized
Comfortable asking questions when needed for clarification

Key Responsibilities

Office Management

Assist with general office organization and efficiency

Manage paperwork related to projects

Coordinate with contractors and subcontractors

Oversee the lien release process – Collect lien waivers from contractors and subcontractors

Ensure all necessary releases are obtained before final payments are made

New employee onboarding

Sort and distribute department mail

Maintain supplies assist with meeting schedules when needed

Support other departments as needed

Contribute to maintaining a positive and productive work environment

Accounts Payable

Process vendor invoices and check requests efficiently

Review and reconcile vendor statements

Maintain accurate filing systems for preliminary notices, contracts, and sub-compliance documents

Create and organize job folders for new projects

Update and maintain job listings in MS Excel and Foundation software

Payroll

Process payroll transactions accurately, including salaries, benefits, and deductions

Audit timecards for accuracy, including PTO, overtime, and meal breaks

Submit weekly payroll tax deposits to appropriate agencies

Manage new hires, promotions, and terminations

Ensure compliance with certified payroll reporting requirements

Prepare payroll-related journal entries

Issue W2s in a timely and accurate manner

Certified payroll experience a plus

Required

3-5 years of experience in the construction industry

2 years handling payroll a must (Certified payroll a big plus, training provided if necessary)

Proficiency in project management software (Foundation), estimating software (Bluebeam), and Heavy Job

Knowledgeable in Microsoft Office Suite

Strong understanding of certified payroll requirements and processes

Excellent attention to detail and ability to meet deadlines

Knowledge of construction industry terminology and practices

Ability to read and interpret blueprints is a plus

Any experience assisting or implementing system integrations a plus

Benefits

Kaiser (or equivalent) health care insurance for employee and family

Dental and Vision insurance for employee and family

Paid Sick Leave

Vacation

401k with 4% match

Discretionary bonus based on company profitability

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Dynamic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salary : $65,000 - $85,000

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