Office Manager

Our client, a full-service general contracting and construction management firm specializing in new construction and real estate development is seeking an experienced Office Manager to add to their team. The successful candidate will have a strong understanding of the construction industry and excellent organizational and communication skills. DUTIES & ESSENTIAL JOB FUNCTIONSMonitor all paperwork associated with our construction projects: contracts, change orders, AP/AR, invoicing, etc.Assist Project Manager with monitoring projects & change orders and making sure that they are on schedule and on budgetMake sure all employee files are up to date & that new hires complete all necessary paperworkGenerate cash flow reports & be responsible for bookkeeping using QuickBooksGenerate reports using Microsoft ExcelCommunicate with customers and vendors via email and phonePrioritize work and manage multiple moving parts successfullyCreate/Set up files for; customers, vendors, contractors, and employeesPost recurring entriesCreate any new accounts as neededRoutinely review financials for accuracyPrepare special reports as requestedCompile information for annual general liability and workers' compensation insurance audit informationCompile year-end audit material and tax information for outside accountantsWork with Vendors and Project Managers to resolve pricing differences on invoices and resolve any expense that does not have a purchase orderPerform all banking functionsProcess all Accounts PayableEnsure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limitsMaintain certificates of insurance for General Liability and Workers Compensation annual auditEnsure that all invoices and purchase orders are approved by appropriate personnel before being processed for paymentPrint and assemble all checks with appropriate backup (invoices) and lien releases to be signedReview subcontractor agreements and insurance expiration date before releasing checksObtain appropriate Lien Release paperwork from the vendor prior to releasing checksVerify Vendor Federal ID/social security numbers for printing 1099's at year-endQUALIFICATIONSExperience working in an administrative position in a construction office or similar companyExcellent 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 Strong attention to detail and good follow-through skillsComputer savvy and proficient in Microsoft Office products and QuickBooks or like softwareKnowledge of bookkeeping and financial reportsCommitted to professional developmentThis is an on-site position located in Falmouth. Compensation will depend on experience and includes a stipend for healthcare benefits and paid time off. Additional benefits in process. ProSearch is proud to be an affirmative action / equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender/sex, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.