Office Manager

Office Manager – Commercial Landscape Construction

Overview

We are a growing commercial landscape construction company seeking an experienced Office Manager to oversee office operations with a strong focus on accounts payable, insurance administration, and human resources support related to hiring and separation of employees.

This role is central to maintaining compliance, financial controls, and workforce documentation for multiple projects and field crews. The ideal candidate is detail-oriented, proactive, and experienced in a commercial construction or contracting environment.

Key Responsibilities

Accounts Payable & Vendor Administration

• Process vendor and subcontractor invoices with accurate job and cost coding
• Coordinate AP check runs and electronic payments
• Maintain joint check vendor records- including W-9s, insurance certificates, and lien releases
• Track vendor compliance and assist with contract and insurance documentation
• Resolve invoice discrepancies and vendor inquiries
• Support job costing coordination with project managers

Insurance & Risk Administration

• Manage general liability, auto, workers' compensation, and umbrella insurance documentation
• Track certificates of insurance for vendors and subcontractors
• Assist with insurance renewals, audits, and carrier requests
• Coordinate workers' compensation documentation and incident reporting
• Maintain accurate job classifications and exposure data
• Support claims documentation and follow-up as needed

Human Resources – Hiring & Separation Support

• Coordinate employee onboarding and offboarding processes
• Prepare and maintain new hire and termination documentation
• Maintain employee files, certifications, licenses, and training records
• Assist ownership and management with HR administration related to:
• Hiring and termination documentation
• Policy acknowledgment and compliance records
• Disciplinary documentation and recordkeeping
• Support HR compliance including I-9, wage and hour documentation, and leave tracking
• Serve as a confidential point of contact for employee administrative questions

Office & Administrative Management

• Oversee day-to-day office operations and administrative workflows
• Maintain organized digital and physical filing systems
• Support ownership and operations with documentation and compliance needs
• Assist with internal procedures, policies, and process improvements
• Coordinate with external CPA, insurance brokers, and professional advisors as needed

What This Role Is Not

• This position does not process payroll internally
• Part time or a work from home or remote position.
• Payroll is handled by a third-party CPA; this role may assist with documentation or coordination only

Qualifications

• 3+ years of experience as an Office Manager, Construction Administrator, or AP/HR Administrator
• Commercial Construction, Commercial landscaping, or contracting experience strongly preferred
• Strong experience with accounts payable and vendor administration
• Familiarity with insurance compliance and workers' compensation processes
• High level of organization, accuracy, and attention to detail
• Ability to handle confidential HR matters professionally
• Proficiency with accounting software (QuickBooks Pro and Enterprise)

Ideal Candidate Traits

• Takes ownership and follows through
• Comfortable working with field crews, vendors, and ownership
• Organized, dependable, and compliance-minded
• Understands the realities of construction operations

Compensation & Benefits

• Competitive compensation based on experience
• Paid time off and holidays
• Stable, long-term position with growth opportunity
• Supportive, team-oriented work environment

Pay: $ $28.50 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person