Construction Office Manager

About us

We are a full-service general contracting and construction management firm specializing in new construction and renovations for commercial and multifamily projects.

Our organization is looking for an experienced Office Manager to join our team.

The ideal candidate is required to have a strong understanding of the construction industry as well as excellent organizational and communication skills.

DUTIES & ESSENTIAL JOB FUNCTIONS

• Monitor all paperwork associated with our construction projects: contracts, change orders, AP/AR, invoicing, etc.
• Assist Project Managers with monitoring projects & change orders and making sure that they are on schedule and on budget
• Make sure all employee files are up-to-date & that new hires complete all necessary paperwork
• Generate cash flow reports & be responsible for bookkeeping using Quickbooks
• Generate reports using Microsoft Excel
• Communicate with customers and vendors via email and phone
• Prioritize work and manage multiple moving parts successfully
• Create/Set up files for; customers, vendors, contractors, and employees
• Post recurring entries
• Create any new accounts as needed
• Routinely review financials for accuracy
• Prepare special reports as requested
• Compile information for annual general liability and workers compensation insurance audit information
• Compile year-end audit material and tax information for outside accountants
• Work with Vendors and Project Managers to resolve pricing differences on invoices and resolve any expense that does not have a Purchase Order.
• Perform all banking functions
• Process all Accounts Payable
• Ensure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limits.
• Maintain certificates of insurance for General Liability and Workers Compensation annual audit
• Ensure that all invoices and purchase orders are approved by appropriate personnel before being processed for payment
• Print and assemble all checks with appropriate backup (invoices) and lien releases to be signed
• Review subcontractor agreements and insurance expiration date before releasing checks
• Obtain appropriate Lien Release paperwork from the vendor prior to releasing checks
• Verify Vendor Federal ID/social security numbers for printing 1099's at year-end

QUALIFICATIONS

• Previous Commercial Construction knowledge is preferred.
• Excellent project management, analytical, interpersonal, oral and written communication skills.
• Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude.
• Dedicated to superior client service.
• Strong organizational and analytical skills with fanatical attention to detail.
• Proficiency in various computer programs and Microsoft Office software programs.
• Attention details & has good follow through
• Experience working in an administrative position in a construction office
• Computer savvy and proficient in Microsoft Office products
• Knowledge of bookkeeping and financial reports
• Committed to professional development

Job Type: Full-time

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person