Office Manager

2 months ago

Falmouth, United States ProSearch Full time

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 FUNCTIONS

  • Monitor 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 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

  • Experience working in an administrative position in a construction office or similar company
  • 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
  • Strong attention to detail and good follow-through skills
  • Computer savvy and proficient in Microsoft Office products and QuickBooks or like software
  • Knowledge of bookkeeping and financial reports
  • Committed to professional development


This 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.

  • Office Manager

    3 weeks ago

    Falmouth, Maine, United States Community Health Center of Cape Cod Full time

    Job Summary:As the Office Manager at Community Health Center of Cape Cod, you will oversee the daily operations and workflows of our offices, supporting our Mission, Vision, and Values. This role is responsible for supervising patient access staff, managing provider schedules, and ensuring patients have access to appointments. You will also be responsible...

  • Office Manager

    1 week ago

    Falmouth, United States Community Health Center of Cape Cod Full time

    Reporting to the Practice Administrator, the Office Manager will oversee the daily operations and workflows of our Falmouth and North Falmouth offices, supporting CHC Mission, Vision and Values. Responsibilities include: Supervising patient access staff supporting primary care, behavioral health and gynecology services, including staff hiring, training,...

  • Office Manager

    2 weeks ago

    North Falmouth, United States Regional Cancer Care Associates Full time

    Overview: Regional Cancer Care Associates (RCCA) is looking for an exceptional Office Manager to join the team. This position oversees operational activities at a practice location including business and front office functions. Responsible for office procedures, facilities management, equipment maintenance, and daily supervision of non-clinical staff. This...

  • Office Manager

    2 weeks ago

    North Falmouth, United States Regional Cancer Care Associates Full time

    Overview: Regional Cancer Care Associates (RCCA) is looking for an exceptional Office Manager to join the team. This position oversees operational activities at a practice location including business and front office functions. Responsible for office procedures, facilities management, equipment maintenance, and daily supervision of non-clinical staff. This...

  • Office Administrator

    4 weeks ago

    Falmouth, Maine, United States ProSearch Maine Full time

    Job Title: Office ManagerProSearch Maine is seeking an experienced Office Manager to join their team in Falmouth, Maine.Job Summary:The successful candidate will have a strong understanding of the construction industry and excellent organizational and communication skills.Key Responsibilities:Monitor all paperwork associated with construction projects,...

  • Branch Office Administrator

    3 weeks ago

    Falmouth, United States Edward Jones Full time

    Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team.At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team along...

  • Branch Office Administrator

    3 weeks ago

    Falmouth, United States Edward Jones Full time

    Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team.At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team along...

  • Senior Program Manager

    3 weeks ago

    Falmouth, Massachusetts, United States Orchard , CO Full time

    Senior Program ManagerAt Orchard, we are seeking an experienced Senior Program Manager to lead our scientific and environmental research programs. As a key member of our team, you will be responsible for overseeing the overall program, ensuring successful delivery of project milestones, and providing strategic direction to meet programmatic objectives.Key...

  • Senior Program Manager

    4 weeks ago

    Falmouth, Maine, United States Orchard , CO Full time

    Job SummaryWe are seeking an experienced Senior Program Manager to join our team at Orchard, CO. As a key member of our program management team, you will be responsible for overseeing the overall program, including task orders, to ensure successful delivery of project milestones.Key ResponsibilitiesServe as the primary point of contact for the Contracting...

  • Construction Manager

    4 weeks ago

    Falmouth, Maine, United States Hunt Hive Talent Full time

    About the Role:We are seeking a highly skilled Construction Superintendent to oversee construction projects, utilizing expertise in multifamily, healthcare, or private equity construction. If you have a proven track record of leadership and quality project delivery, we want to meet you.Your Key Responsibilities:Lead project teams in managing and overseeing...

  • Construction Project Manager

    4 weeks ago

    Falmouth, Maine, United States FortiPhi, LLC Full time

    As a seasoned Construction Superintendent, you will lead our projects to excellence, ensuring quality and safety standards are met. With a strong understanding of construction processes, safety regulations, and quality standards, you will oversee and document day-to-day job site activities, managing teams in alignment with project plans.Key responsibilities...

  • Construction Manager

    3 weeks ago

    Falmouth, United States NES Fircroft Full time

    Our client is actively seeking an experienced Construction Manager to join their team out of Falmouth, Michigan! This individual will have a background in Mechanical, Electrical and Civil Construction, ideally, within an Oil and Gas setting, but all candidates are welcome! If you or anyone in your network is interested in this role, please email...

  • Construction Manager

    1 month ago

    Falmouth, United States NES Fircroft Full time

    Good Day!The NES Fircroft Chicago office is excited to announce we are looking for a Construction Manager. If this sounds like a good opportunity for you or someone you know, please send resumes to Dylan Fox at Dylan.Fox@nesfircroft.com.Position Title: Construction ManagerSalary: $75-$90/hourEstimated Start Date: ASAPAssignment Length: 12 monthsEst Hours Per...

  • Senior Program Manager

    2 weeks ago

    Falmouth, United States Orchard , CO Full time

    Description Senior Federal Program Manager (NOAA Fisheries) Scientific and Environmental Research Programs Hybrid Role can be in Massachusetts, Maryland, Washington, Florida, or Texas Must be a US Citizen @Orchard is a growing Woman-Owned Small Business (EDWOSB) with an 8(a) designation from the SBA, actively engaged in multiple Federal programs within the...

  • Senior Audit Group Manager

    3 weeks ago

    Falmouth, Maine, United States TD Bank Full time

    Job Summary:The Senior Audit Group Manager is responsible for leading and developing a team of audit professionals, overseeing the planning and execution of audits and/or projects of varying complexity, and acting as a subject matter expert in their area of expertise. This role requires providing guidance, leadership, coaching, and development to ensure...

  • Chief Information Officer, Science and Engineering

    4 weeks ago

    Falmouth, Maine, United States Woods Hole Oceanographic Institution Full time

    Job SummaryThe Director of IS Science and Engineering will lead the development and implementation of IT strategies to support the scientific and engineering departments at the Woods Hole Oceanographic Institution. This individual will oversee the IS staff in establishing strong working relationships with key stakeholders and collaborating to implement...

  • Branch Office Administrator

    3 weeks ago

    Falmouth, ME, United States Edward Jones Full time

    Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team . At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team...

  • Construction Project Management Internship

    4 weeks ago

    Falmouth, Massachusetts, United States Lawrence Lynch Full time

    Job DescriptionLawrence-Lynch Corp, a leading civil construction company, is seeking individuals for internship/co-op opportunities. These roles will provide hands-on experience in various aspects of the industry, including construction project management, civil engineering, health and safety, human resources, and finance.About Lawrence-Lynch CorpEstablished...

  • Assistant Project Manager

    1 week ago

    Falmouth, United States Michael Page Full time

    p>One of Massachusetts' top 10 general contractors is looking for an Assistant Project Manager who will support projects in Falmouth, overseeing key responsibilities in planning, budgeting, and execution to ensure projects meet quality standards and are completed on schedule. APPLY NOW AND YOUR RESUME WILL BE CONSIDERED WITHIN 24 HOURS OF APPLICATIONClient...

  • Assistant Project Manager

    1 day ago

    Falmouth, United States Michael Page Full time

    One of Massachusetts' top 10 general contractors is looking for an Assistant Project Manager who will support projects in Falmouth, overseeing key responsibilities in planning, budgeting, and execution to ensure projects meet quality standards and are completed on schedule. APPLY NOW AND YOUR RESUME WILL BE CONSIDERED WITHIN 24 HOURS OF APPLICATIONClient...