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Office Manager

2 months ago

Honolulu, Hawaii, United States RedHammer Full time

We are seeking an experienced Administrative Manager for our construction company, RedHammer, with a strong background in business management and accounting. The ideal candidate will oversee daily office operations, manage financial transactions, support HR functions, and ensure the smooth functioning of the office. Attention to detail and the ability to manage multiple tasks are essential for this role.

Key Responsibilities:

Financial Management:

  • Bank Balances: Regularly monitor and reconcile bank balances to maintain accurate financial records.
  • Positive Pay: Implement and manage positive pay systems to prevent fraud.
  • ACH Transactions: Oversee and process Automated Clearing House (ACH) transactions.
  • Assist with Bank Run: Coordinate and assist with bank runs as necessary.
  • Research Missing Transactions: Investigate and resolve discrepancies or missing transactions.
  • Credit Card Approvals: Manage and approve company credit card transactions.

Accounts Payable:

  • AP Register Review: Review and maintain the accounts payable register to ensure timely and accurate payments.
  • Review Office Expenses: Monitor and review office expenses to ensure they are within budget and properly documented.

HR/Payroll:

  • Union Transmittals: Manage and process union transmittals accurately and on time.
  • Validate Labor Distribution Between Entities: Ensure accurate distribution of labor costs between different entities.
  • Per Diem Processing: Handle per diem processing for employees.
  • Work with HR Company for Documentation: Collaborate with external HR companies to maintain and update employee documentation.

Accounts Receivable:

  • AR Posting: Post accounts receivable transactions promptly and accurately.
  • Billing Packets Compliance: Ensure billing packets are completed in compliance with contractual requirements.
  • AR Posting Received Payments: Record received payments accurately in the accounts receivable system.
  • Filing Unconditional Waivers: File unconditional waivers upon receipt of payment to maintain compliance.

Job Maintenance:

Oversee and manage job maintenance tasks, ensuring all jobs and change orders are accurately recorded.

Qualifications:

  • Bachelor's degree in business administration, Accounting, or a related field.
  • Proven experience in office management, preferably within the construction industry.
  • Strong knowledge of financial processes and accounting principles.
  • Excellent organizational and multitasking skills.
  • Proficiency in accounting software and Microsoft Office Suite.
  • Strong communication and interpersonal skills.
  • Attention to detail and accuracy in financial reporting.
  • Ability to work independently and as part of a team.

Preferred Skills:

  • Experience with union transmittals and labor distribution.
  • Familiarity with HR processes and documentation.

Knowledge of ACH transactions and positive pay systems