Office Manager
6 days ago
Reports to: Branch Manager
Position Summary
The Office Manager oversees administrative functions for a construction operations team, which includes the Branch Manager, multiple Account/Project/Construction Managers, and their field workforce. Core responsibilities encompass payroll, billing, collections, and maintaining employee, customer, and job-related information. This role is critical in ensuring the smooth day-to-day operations of the branch.
As the central administrative support, the Office Manager interfaces with customers, vendors, craft employees, and regional and corporate offices. This position is often regarded as the "glue" that keeps operations running seamlessly. Success in this role requires exceptional communication, organization, and prioritization skills, as well as proficiency with accounting and filing systems.
Essential Duties and Responsibilities
- Payroll Management:
- Prepare and process weekly hourly payroll, ensuring accurate data entry, pay rates, and job codes.
- Job Setup and Maintenance:
- Establish and update job information in the accounting system as needed.
- Billing and Collections:
- Collaborate with Account Managers to ensure timely, accurate customer invoices. Monitor open accounts receivable and resolve payment issues in coordination with the corporate credit department.
- Customer Support:
- Assist with customer-facing tasks, such as preparing proposals, quotations, and other communications.
- Documentation Management:
- Organize and maintain paper and electronic job-related documentation.
- Employee Records:
- Ensure compliance with onboarding documentation (e.g., I-9s, W-2s) and maintain up-to-date employee files, including construction certifications.
- Subcontractor Coordination:
- Prepare subcontractor agreements and ensure all necessary pre-qualification documents, such as proof of insurance, are in place.
- Office Administration:
- Manage office supply orders, office equipment maintenance, and serve as the first point of contact by answering phones and welcoming visitors.
Skills and Abilities
- Organizational Excellence:
- Strong attention to detail and the ability to multi-task, work under pressure, and meet deadlines.
- Communication:
- High-level professionalism with excellent verbal and written communication skills.
- Technology Proficiency:
- Proficient in Microsoft Excel and familiar with accounting/payroll systems.
- Bilingual Ability:
- Bilingual in English and Spanish is highly preferred.
- Adaptability:
- Self-starter capable of working independently while collaborating effectively within a team.
- Problem-Solving:
- Ability to follow company policies and suggest process improvements over time.
Education and Experience
- Required:
- High School Diploma or equivalent.
- 5+ years of experience in an administrative role.
- Preferred:
- Associate’s or Bachelor’s degree in accounting, business administration, or related field.
- Experience with JD Edwards EnterpriseOne or similar ERP systems.
- Construction office experience, including familiarity with AIA progress billing formats.
- Notary Public certification, or willingness to obtain one with company support.
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