Construction Office Manager

OFFICE MANAGER GENERAL DESCRIPTION:We are a small but rapidly growing general contractor that specializes in design and build renovation and construction projects. We pride ourselves on professionalism, organizational excellence, and a seamless client experience. We are looking for a high-energy, detail-oriented Office Manager to join our team and act as the backbone of our daily operations.We are looking for an office manager to coordinate bookkeeping duties with 3rd party accounting service, organize and coordinate administration duties and office procedures, and assist production and sales staff with client communication. The office manager's role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. Assisting with company marking activity to include web content, social media management, newsletter content, and customer appreciation events will also be a key role. Primary office manager duties and responsibilities include daily, weekly, and monthly bookkeeping duties, scheduling meetings and appointments, communicating with clients, employees, vendors, and subcontractors, and providing general administrative management and support to our staff. A minimum of five years previous experience as a front office manager or office administrator in a small to medium sized construction company is required. A successful construction company office manager would have extensive experience with construction bookkeeping and job costing using QuickBooks Online, along with a variety of office software (email tools, spreadsheets and databases). Ultimately, the office manager should be able to manage company financial status, ensure the smooth running of the office, and help to improve company procedures and day-to-day operations.This isn’t just an administrative role; it’s a key position for our company’s growth. A successful office manager will manage our financial health through construction-specific bookkeeping, maintain our professional brand via social media and marketing, and ensure our office runs like a well-oiled machine.ADMINISTRATIVE DUTIES:Communication – voice & written communications with customers, coworkers, vendors, and subcontractorsOffice Maintenance – maintain organized and professional workspace, ensure office common areas are kept neat & tidy; organize and maintain company filesHuman Resource – maintain employee records; subcontractor and vendor insurance & billing information is correct and currentCompany Perception / Marketing – assist in marketing development, maintaining company’s professional social media presence, and continued client / customer communicationsCompany Systems Development – assist owners and managers with systems development, provide input to insure smooth data communication between production, sales, and administration systemsAssist sales with document preparationBOOKKEEPING / ACCOUNTING DUTIES:Coordinate with 3rd party accounting service to upload invoices, bills, and credit card account receipts; print checks from QuickBooks Online; and insure accuracy of job costingClient / customer invoicingPayroll management through 3rd party payroll serviceAssist with tax document preparation for CPAManage company cash-flow system & report to owners & managersProduce company and project financial reports & review with owners & managersParticipate in project cost review meetingsOffice manager will work closely with owners to maintain daily office operations and organization, and assist sales efforts by helping out with client / customer communications. This position is key to the successful growth of the company. A successful office manager will have a positive outlook and reflect the company’s professionalism to clients, vendors, subcontractors, and other employees & team members. The right candidate will possess the following skills, experience, and education:Proven experience as an Office manager, Front office manager or Administrative assistantKnowledge of office administrator responsibilities, systems and proceduresBe able to sit at a desk and work at a desktop computer for some extended periodsBe able to lift a minimum of 25 lbs.Proficient with MS Outlook, Word, Excel, PowerPoint, etc.Proficient with QuickBooks Online and construction job costing accountingMust be able to learn to use BuilderTrend construction management software as it integrates with QuickBooksHands on experience with office machines (e.g. desktop computers and printers)Excellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skills in a fast-paced environmentA creative mind with an ability to suggest improvements to existing systems, and assist in developing new systemsArrive at work ready to perform the daily tasks and duties with a positive outlookMinimum of five years bookkeeping and front office experience within the construction / general contracting industryMinimum education is Associates Degree in accounting / bookkeeping, business management, or equivalentPay: $22.00 - $25.00 per hourBenefits:Flexible scheduleEducation:Associate (Preferred)Experience:QuickBooksOnline: 5 years (Required)Construction company office management: 5 years (Required)Construction company bookkeeping: 5 years (Required)Work Location: In person