Job Description
Job Description
Position Summary:
The Office Manager handles administrative functions for a construction operations team that includes a Branch Manager and multiple Account / Project / Construction Managers, along with their field workforce. Core responsibilities include payroll, billing, collections, and maintaining employee, customer, and job-related information.
In addition to supporting the branch team, this position interfaces with customers, vendors, craft employees, and regional and corporate offices, and is often considered the "glue" role that keeps everything running smoothly. Successful Office Managers excel at communication, organization, and prioritization, and are comfortable working with accounting and filing systems.
Essential Duties and Responsibilities:
Prepare hourly payroll weekly, including collecting timesheets, entering data into the payroll system, and ensuring that hours and pay rates are accurately charged to the correct codes
Set up jobs in the accounting system and update job-related information as needed
Work with Account Managers to ensure that customers are invoiced promptly and accurately
Track open accounts receivable and work with customers and the corporate credit department to resolve payment issues in a professional manner
Assist with the preparation of proposals, quotations, and other customer correspondence
Keep job-related documentation organized and up to date in paper & electronic job folders
Ensure that all new employees complete required employment documentation (I-9s, W-2s, etc.)
Maintain employee files, including up-to-date construction certifications (required training, etc.)
Ensure that subcontract agreements are prepared for all subcontractors and that proof of insurance and any other prequalification requirements are in order
Order office supplies and coordinate maintenance of office equipment
Answer phones and greet visitors to the office
Skills and Abilities:
Strong organization skills with attention to detail
Able to multi-task, work under pressure, and meet deadlines
Able to work independently while also being a team player
High level of professionalism with excellent verbal and written communication skills
Able to follow company policies and procedures, and help improve them over time
Able to work with data in Microsoft Excel and Accounting / Payroll systems
Education/Experience:
5+ years of work experience in an administrative role.
Experience with JD Edwards Enterprise One or similar ERP system, preferred.
Construction office experience, including familiarity with AIA progress billing formats, preferred.
High School Degree or equivalent, required. Associate's or Bachelor's degree in accounting, business administration, or related field preferred.
Notary Public certification, or willingness to obtain it with the company's support
Travel: (includes scope and percent)
The duties and responsibilities described above are not a comprehensive list. Additional tasks may be assigned to the employee from time to time; the scope of the job may change as necessitated by business demands.
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