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Office Manager
Key Responsibilities
Accounting & Financial Operations
- Manage job costing processes, including material purchase orders
- Process subcontractor payments and support payroll activities
- Receive, record, and deposit customer payments on a regular schedule
- Record and monitor expenses, invoices, and bills
- Maintain accurate records in accounting software, including accounts payable and receivable
- Reconcile bank accounts and revolving vendor accounts on a monthly basis
- Prepare and send customer invoices according to contract terms and production schedules
- Support accounts receivable follow-up and collections as needed
- Calculate and process employee commission payments
- Prepare reconciled financial records for annual tax filings and audits
- Coordinate with external partners such as accountants, insurance providers, and government agencies when required
Administrative & Office Operations
- Open, review, and distribute mail in a timely manner
- Maintain organized digital and physical filing systems
- Set up new employees using established onboarding procedures
- Manage office technology, software, phones, and equipment needs
- Monitor and maintain office supply inventory
- Maintain standard company reports and complete ad hoc reporting as requested
- Ensure subcontractor documentation and insurance certificates are current
- Complete job setup and job closeout processes, including document uploads, reconciliations, and reporting
Standards & Expectations
- Maintain a professional, positive, and respectful demeanor with clients, vendors, subcontractors, and internal team members
- Ensure timely and accurate data entry and recordkeeping
- Respond promptly to internal and external inquiries
- Maintain strict confidentiality of company and client information
- Adhere to established policies, procedures, and compliance requirements
- Proactively identify opportunities for process improvement and operational efficiency
- Communicate issues, risks, or missed deadlines to leadership in advance whenever possible
Qualifications
- Previous experience in office management, bookkeeping, or administrative operations
- Strong working knowledge of accounting software and financial processes
- High attention to detail and accuracy
- Ability to manage multiple priorities and meet deadlines
- Strong organizational, communication, and problem-solving skills
- Comfortable working independently while collaborating with leadership and team members