ReyCon
The Office Manager is a critical administrative leader responsible for overseeing daily office operations, accounting support functions, and human resources compliance for a growing construction company. This role serves as the central hub for coordinating financial tasks, human resources, subcontractor documentation, and maintaining internal systems for project and administrative efficiency. The Office Manager ensures smooth, compliant, and organized processes across accounting, project support, and employee administration, enabling the construction team to perform at a high level.
Qualifications
High school diploma or GED required Bachelors degree in management or related field preferred Minimum of 5 years of office management experience, preferably in the construction or professional services industry Familiarity with construction or accounting software such as Spectrum, Procore, or Paylocity Experience with payroll processing Strong understanding of bookkeeping principles including payables, receivables, reconciliations, and job costing Strong understanding of HR compliance: W-4 processing, employee file management, W2s/1099s, and onboarding Proficient in Microsoft Office Suite with strong data entry and document management skills Ability to multitask, prioritize deadlines, and maintain confidentiality Strong communication and interpersonal skills to liaise with subcontractors, vendors, and employees Experience with COI tracking, lien waivers, and contract verification is highly desirable Responsibilities
Accounting & Finance: Enter job-related payables and receivables into the companys accounting software Input and reconcile employee American Express charges monthly Perform monthly bank reconciliations and maintain accurate financial records Assist in month-end closings including job cost tracking, payables, receivables, and reconciliations Support the accounting team with quarterly and year-end tax filings, including W-2 and 1099 preparation Prepare monthly budget reports and assist with setting up financial projections Assist with credit applications, vendor onboarding, and financial documentation Human Resources: Manage new hire onboarding, including employment paperwork (W-4, I-9) employee handbook distribution, and system/account setup (email, software, phone) Maintain employee files, certifications, and license tracking Support light HR compliance tasks such as COI tracking, W2/1099 reporting, and employee data management (not including benefits administration) Facilitate workspace setup for new hires including computer, phone, desk, and technology access Coordinate company training certifications, license renewals, and compliance recordkeeping Ensure employee documentation is complete, up-to-date, and audit-ready Process payroll and ensure proper recordkeeping and tax filing coordination Support the Director of Benefits with employee leave administration, tracking time-off usage, and coordinating COBRA processing as needed Manage employee off-boarding, including final paycheck, unemployment assistance notification, and final letter Ensure company stays up to date on HR compliance Subcontractor & Vendor Management Request, track, and maintain Certificates of Insurance (COIs) for all subcontractors and vendors Ensure all subcontractors submit signed General Terms and Conditions and required compliance documents Maintain organized records of subcontractor documentation and coordinate closely with project managers for billing and payment approvals Office Coordination Serve as the first point of contact for incoming calls and visitors; provide professional, courteous reception; sort and distribute mail and incoming packages Maintain office supplies and coordinate office services, deliveries, and vendor support Manage incoming/outgoing correspondence and maintain general office organization Coordinate office maintenance requests, IT service calls, and office space readiness Assist with event coordination, meeting scheduling, and other administrative support tasks as needed
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High school diploma or GED required Bachelors degree in management or related field preferred Minimum of 5 years of office management experience, preferably in the construction or professional services industry Familiarity with construction or accounting software such as Spectrum, Procore, or Paylocity Experience with payroll processing Strong understanding of bookkeeping principles including payables, receivables, reconciliations, and job costing Strong understanding of HR compliance: W-4 processing, employee file management, W2s/1099s, and onboarding Proficient in Microsoft Office Suite with strong data entry and document management skills Ability to multitask, prioritize deadlines, and maintain confidentiality Strong communication and interpersonal skills to liaise with subcontractors, vendors, and employees Experience with COI tracking, lien waivers, and contract verification is highly desirable Responsibilities
Accounting & Finance: Enter job-related payables and receivables into the companys accounting software Input and reconcile employee American Express charges monthly Perform monthly bank reconciliations and maintain accurate financial records Assist in month-end closings including job cost tracking, payables, receivables, and reconciliations Support the accounting team with quarterly and year-end tax filings, including W-2 and 1099 preparation Prepare monthly budget reports and assist with setting up financial projections Assist with credit applications, vendor onboarding, and financial documentation Human Resources: Manage new hire onboarding, including employment paperwork (W-4, I-9) employee handbook distribution, and system/account setup (email, software, phone) Maintain employee files, certifications, and license tracking Support light HR compliance tasks such as COI tracking, W2/1099 reporting, and employee data management (not including benefits administration) Facilitate workspace setup for new hires including computer, phone, desk, and technology access Coordinate company training certifications, license renewals, and compliance recordkeeping Ensure employee documentation is complete, up-to-date, and audit-ready Process payroll and ensure proper recordkeeping and tax filing coordination Support the Director of Benefits with employee leave administration, tracking time-off usage, and coordinating COBRA processing as needed Manage employee off-boarding, including final paycheck, unemployment assistance notification, and final letter Ensure company stays up to date on HR compliance Subcontractor & Vendor Management Request, track, and maintain Certificates of Insurance (COIs) for all subcontractors and vendors Ensure all subcontractors submit signed General Terms and Conditions and required compliance documents Maintain organized records of subcontractor documentation and coordinate closely with project managers for billing and payment approvals Office Coordination Serve as the first point of contact for incoming calls and visitors; provide professional, courteous reception; sort and distribute mail and incoming packages Maintain office supplies and coordinate office services, deliveries, and vendor support Manage incoming/outgoing correspondence and maintain general office organization Coordinate office maintenance requests, IT service calls, and office space readiness Assist with event coordination, meeting scheduling, and other administrative support tasks as needed
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