Office Manager

Office Manager entensiv Roxbury, MA Job Details Full-time $60,000 - $75,000 a year 21 hours ago Benefits Health savings account Health insurance 401(k) Paid time off 401(k) matching Retirement plan Qualifications Record keeping Accounts receivable Expense management Regulatory compliance Executive administrative support Mid-level Customer inquiry handling Databases Proposal writing Financial record maintenance Workers' compensation Budgeting Office management Managing executive calendars Expenditure monitoring Payroll processing Editing Regulatory compliance management File organization Full Job Description Administrative Operations Serve as the first point of contact for client and vendor inquiries — monitor shared inboxes and ensure timely, professional responses Manage day-to-day office operations and maintain organized filing systems (digital and physical) Coordinate scheduling, meetings, and communications for leadership and field staff Draft and proofread correspondence, proposals, and internal documents Compliance & Insurance Track and manage company insurance policies (general liability, vehicle, workers' comp) including renewals and certificates of insurance (COIs) Maintain compliance records including licenses, permits, and certifications for the company and field technicians Liaise with insurance brokers and legal/compliance contacts as needed Monitor regulatory requirements relevant to HVAC/mechanical contracting and flag upcoming deadlines Payroll, Time & Service Reports Collect, review, and process employee timesheets and field service reports on a weekly basis Identify discrepancies or missing entries and follow up with technicians to ensure accuracy Coordinate with leadership to support payroll processing and expense tracking Maintain records of service calls, job completions, and labor hours for billing and reporting purposes Client & Project Tracking Log and track incoming client service requests, ensuring nothing falls through the cracks Update and maintain the client database and project tracking tools Follow up on open requests and communicate status updates to clients and internal teams Support the coordination of scheduling between clients and field technicians Financial Support Assist with basic bookkeeping tasks such as invoice tracking, accounts receivable follow-up, and vendor payments Prepare expense reports and track departmental spending against budgets Support the preparation of client-facing quotes and job cost summaries

Pay:

$60,000.00 - $75,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Health savings account Paid time off Retirement plan

Work Location:

In person