Office Manager (Virginia Beach, VA)

About Us:

As a fourth-generation family business, Swank Construction has delivered top-tier heavy highway construction work since the 1930s. Our commitment to quality, safety, and innovation has made us a respected force in the industry, contributing to our long-standing success and reputation.

Why Join Swank Construction?

• Family Atmosphere: Experience a family-owned company where each member is valued.
• Legacy of Excellence: Contribute to a legacy that spans generations, built on a foundation of integrity and dedication to our craft.
• Industry Leadership: Join a team that leads the way in heavy highway construction, setting standards for quality, safety, and efficiency.
• Stability and Growth: Be part of a company that has thrived for over 90 years and continues to evolve, providing stability and opportunities for career development.

Location: Virginia Beach, VA

Overview: The Office Manager plays a critical role at our Virginia Beach office, overseeing all office operations and financial functions for a government contractor. This role requires strong expertise in payroll processing, bookkeeping, accounts payable and receivable, contract review, and financial reporting. The Office Manager is responsible for a variety of HR/employee relations to ensure seamless office operations to support project efficiency.

Key Responsibilities:

• Payroll, Accounting, and Financial Management:
  • Process payrolls, including government certified payrolls on a weekly basis using accounting software such as ComputerEase and ProCore.
  • Maintain bookkeeping functions, including generating invoices and managing accounts payable and receivable. Includes creating collections reports and executing collections activities on past due accounts.
  • Month-end and year-end closing processes, ensuring accurate financial reporting.
  • Review and reconcile financial statements, ledgers, and project budgets.
  • Prepare operational activity reports monthly for upper management review.
• Office Management & Human Resources:
  • Oversee all Virginia Beach office consumables and supplies inventory. Ensure timely procurement within budgetary constraints and manage vendor/supplier relationships.
  • Manage office calendars, scheduling meetings, and coordinating communication with employees and subcontractors.
  • Ensure accurate and organized record-keeping for contracts, invoices, and financial documentation.
  • Serve as local point-of-contact for employees regarding HR-related inquiries and concerns.
  • Manage employee life cycle, overseeing recruitment, hiring and onboarding of new employees, and the exit process for all separating employees.
  • Support compliance efforts with federal, state, and company-specific labor laws and contract requirements, including performing drug testing.
• Project Support:
  • Work with Project Managers to prepare bids, review contracts, prepare/submit required documentation, ensuring compliance with all contract requirements.
  • Track project expenses and ensure proper documentation for billing and reimbursement.
  • Reconcile monthly financial statements with project managers and accounting teams.
  • Coordinate with project managers to ensure compliance with deadlines and document submission requirements.

Additional responsibilities may be assigned by the Division Manager

Minimum Requirements:

• 3 years' experience in office management, bookkeeping, or accounting.
• 3 years' experience running certified payroll.
• Associate's degree or commensurate experience in relevant discipline (Accounting, HR, Business).
• Strong communication and interpersonal skills, with experience in employee relations.
• Ability to pass pre-employment drug screens and background check.

Preferred Attributes:

• Office management, accounting or HR experience for a government contractor.
• Notary in the state of Virginia or willing to become notary.
• Human Resources and benefits experience.
• Strong working knowledge of accounting software. Experience with Computer Ease is a plus.

Swank Construction Company, LLC is a well-known and respected leader in the heavy highway construction industry.

Swank Construction Company, LLC is a drug-free and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristics protected by law.

Individuals with a disability who are in need of a reasonable accommodation to complete any aspect of our application process should reach out to Swank Construction Company, LLC.