Ultimate LLC
Job Description
Position Summary:
We are seeking a highly organized and detail-oriented Office Manager with proven experience in AIA billing to oversee daily administrative operations and ensure accurate and timely billing processes. This role is critical in supporting project teams, maintaining compliance with contract requirements, and ensuring smooth office functionality.
Key Responsibilities:
Office Management
- Oversee day-to-day office operations, including supplies, scheduling, and vendor coordination.
- Maintain organized filing systems (digital and physical).
- Support HR functions such as onboarding, timekeeping, and employee communications.
- Coordinate meetings, travel arrangements, and company events.
- Prepare and submit AIA G702/G703 billing documents in accordance with contract terms.
- Track project billing schedules, retainage, and change orders.
- Collaborate with project managers and accounting to ensure accurate billing and documentation.
- Monitor accounts receivable and follow up on outstanding invoices.
- Assist with job cost tracking and reporting.
- 3+ years of experience in office management or administrative roles.
- 2+ years of experience with AIA billing (G702/G703 forms required).
- Strong understanding of construction or architectural billing practices (preferred).
- Proficiency in Microsoft Office Suite and accounting software (e.g., QuickBooks, Sage, Procore).
- Excellent communication, organizational, and multitasking skills.
- High attention to detail and ability to meet deadlines.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
Job Reference: JN -102025-407215