Construction Site Office Supervisor

2 weeks ago

Hoboken New Jersey, United States E.E. Cruz & Company, Inc. Full time

The Construction Site Office Supervisor plays a crucial role in overseeing jobsite financial management, which includes payroll processing, accounts payable, and maintaining essential office supplies. This position also involves managing subcontractor documentation and performing various administrative tasks to support the project team.

The Office Supervisor will collaborate closely with the Project Manager, Site Superintendent, and Project Engineer, adapting responsibilities based on the project's scope and timeline.



KEY RESPONSIBILITIES:

PAYROLL MANAGEMENT:
Handle the onboarding paperwork for all craft personnel.

Ensure compliance with current union wage rates on site.

Collect, input, verify, and record craft time card information on a daily basis.

Monitor the receipt of timecards to guarantee timely entry and address any discrepancies. Maintain organized records of timecards and manage the inventory of union stamps, distributing them as necessary.

Compile and submit certified payroll reports weekly, ensuring they are signed by the project manager and filed appropriately. Distribute these reports monthly to relevant parties as per contractual obligations.

Review payroll checks upon receipt before distribution to employees.

ACCOUNTS PAYABLE:
Manage purchasing and receipt verification of materials against Purchase Orders using the project management software.

Maintain organized invoice records on-site and promptly resolve any discrepancies with vendor statements.

Prepare monthly accruals for job supplies, permanent materials, and equipment expenses.

Review, categorize, and forward all jobsite expense reports to the main office for processing.

ACCOUNTS RECEIVABLE:
Monitor billings to clients and track any back charges to subcontractors or vendors.

Maintain comprehensive documentation for billing purposes, including timesheets and invoices.

Prepare and send invoices along with supporting documents to the Project Controller for processing.

EQUIPMENT MANAGEMENT:
Keep an updated inventory of equipment on-site in collaboration with engineering staff.

SUBCONTRACTOR ADMINISTRATION:
Maintain a comprehensive subcontractor file at the jobsite, including lien releases and insurance documentation.

Coordinate with the division office to ensure current insurance certificates are on file.

Track and report on MBE/WBE compliance as required by the project.

COST MANAGEMENT:
Possess a solid understanding of job cost coding and structure.

Oversee the jobsite office environment, ensuring organization and inventory of office supplies, including kitchen necessities.

Facilitate parking and access for jobsite personnel, subcontractors, and visitors.

Coordinate office furniture arrangements and maintain an efficient workflow for correspondence using project management tools.

Ensure that all office equipment is well-maintained and operational.

SKILLS REQUIRED:
Strong communication skills, including professional phone etiquette and exceptional writing abilities. Must be detail-oriented, reliable, and able to work collaboratively within a team environment. Proficiency in multitasking and working independently is essential. A positive customer service attitude is crucial.

TECHNICAL PROFICIENCY:
Intermediate knowledge of MS Word and Excel is required. Familiarity with office equipment such as copiers and scanners is necessary. Experience with automated project costing and accounting systems, particularly Procore or HeavyJob, is advantageous.

ADDITIONAL REQUIREMENTS:
Previous experience in the construction industry, particularly in the New York/New Jersey area, is highly desirable. Familiarity with HUD Section 3 reporting and union environments is a plus.

We are looking for a candidate who is organized, detail-oriented, and possesses a strong drive for success, with the ability to prioritize tasks effectively.

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