Office Manager

1 week ago

Greenbelt, Maryland, United States Astra Contracting Full time

We are currently looking for an experienced Office Manager to join our team of professionals. The Office Manager's responsibility includes working together with Senior Management and other office staff as to the overall day-to-day management of back-office related activities for the construction company.

Essential Duties and Responsibilities

  • Provide administrative office support to Senior Management and staff
  • Review and close books monthly by examining the Job Cost and General Ledgers and reviewing financial statements with Senior Management and CPA.
  • Review and provide updates to Senior Management and CPA.
  • Provide timely and accurate data entry of Accounts Payable (A/P) and Accounts Receivable (A/R) into Sage
  • Collect incoming bills and distribute and code them appropriately.
  • Scan invoices, expense reports and hard copy files into electronic files.
  • Obtain information from project management and compile monthly/weekly invoices
  • Input weekly time sheets into the 3
    rd
    party time-keeping and payment system
  • Collect and ensure subcontractor insurance documents (COIs) meet contract and Astra Contracting requirements.
  • Compile, update and issue subcontracts and purchase orders.
  • Create cloud-based folders for projects, vendors, etc. and file electronic documents.
  • Ensure all corporate IT is functioning and provide/track/follow up with 3
    rd
    party managed IT provider for work tickets and issues
  • Complete and renew applications for permits and licenses for all jurisdictions
  • Assist with employee onboarding and employee relations.
  • Maintain company advertising and social media
  • Provide excellent customer service to both internal and external stakeholders.
  • Additional responsibilities will be given as the role grows and develops.

Astra Contracting, LLC is an Equal Employment Opportunity employer. We do not discriminate on the basis of race, color, religion, sexual orientation, national origin, ancestry, veteran status, disability or age.

Qualifications and Skills

  • US citizenship or residency
  • 3+ years' experience working in a similar role
  • High school diploma required; advanced degree helpful.
  • Sage/Timberline experience is required
  • Previous construction experience is helpful but not required
  • Strong organizational and people skills
  • Excellent written and verbal communication skills
  • Microsoft Office & 365 suite experience is required
  • Strong ability to work on tight deadlines and multitask
  • Must be able to work independently and with others
  • Bilingual language skills are helpful, but not required
  • Licensed Notary Public preferred; company will assist with licensure if not currently or previously held

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