Office Manager

Position Summary The Office Manager serves as the primary leader of VMA Electric's administrative infrastructure, ensuring seamless back-office operations across all divisions. This role is responsible for the end-to-end lifecycle of construction permits, company-wide compliance, and the delivery of accurate financial and payroll data. By supervising the AP/AR Specialist, the Office Manager builds the scalable systems necessary to support VMA's growth toward $10M+ in annual revenue. About VMA Electric VMA Electric is a family-owned electrical contracting company built on the belief that great work and great people go hand in hand. We serve Central Massachusetts and we are growing — fast.

Our mission is simple:

deliver electrical services so good that our customers never have to look anywhere else, while building a team where every person has a real path to personal, professional, and financial growth. We don't just talk about culture — we hire for it, reward it, and hold each other to it every day. You're a person here, not a number. Our core values aren't wall art. They drive every decision we make: we are Customer-Focused, Results-Driven, Process-Driven, and Collaborative — and we only bring on people who are all four. Performance Objectives A leadership role that will manage all office operations and provide training and coaching to all administrative roles in the company Ensure all construction permits are filed accurately and on time, preventing any delays in project start dates Maintain a zero-lapse company compliance calendar covering licenses, insurance, and regulatory deadlines Execute the full invoicing cycle within three business days of job completion to ensure consistent cash flow Monitor aging reports to keep outstanding receivables at or below 30 days, escalating accounts before they reach 45 days Provide daily direction and accountability for the AP/AR Specialist through performance check-ins Audit and submit payroll every Monday with zero errors, verifying all field hours in Busybusy and ServiceTitan Deliver a weekly administrative status report to the Owner every Friday covering billing, AR, and compliance Identify and document improvements in administrative workflows to maintain audit-ready records Key Competencies Builds documented, repeatable office systems that do not rely on informal habits Catches errors in permit filings, invoicing, and payroll before they reach external stakeholders Addresses performance issues early and develops direct reports toward increasing responsibility Comfortably directs and audits AI tools as a core component of daily administrative work Maintains a working familiarity with construction permitting and municipal inspection requirements Proficient in QuickBooks for full-cycle invoicing, AR tracking, and payroll coordination Successfully navigates multiple overlapping operational and compliance deadlines Produces concise, data-supported reports for ownership without requiring follow-up Education & Experience High school diploma or GED required Minimum 3 years of office management or administrative leadership experience required Direct experience managing billing, permitting, or compliance functions strongly preferred Prior experience supervising at least one direct report required Experience in the construction, trades, or electrical contracting industry is a significant advantage Proficiency in QuickBooks required — must be a working user, not a learner Proficiency in ServiceTitan and Busybusy required Experience operating or managing AI-based workflow tools preferred Familiarity with permitting platforms and document management systems is a plus Physical Requirements Primarily office-based role requiring extended periods of computer and desk work Ability to manage multiple screens simultaneously and review documents with close visual attention Clear written and verbal communication with vendors, field leadership, ownership, and team members Occasional movement throughout the office and between departments Light lifting of office materials up to 25 lbs. may occasionally be required No regular field site visits required for this role Reasonable accommodations will be made as required by applicable law Commitment to Diversity As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, VMA Electric recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners. If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to hireus@vmaelectric.com. Already a VMA Electric candidate? Please connect directly with your recruiter to discuss this opportunity.

Pay:

$25.00 - $40.00 per hour

Benefits:

Health insurance Life insurance Paid time off

Education:

High school or equivalent (Preferred)

Experience:

Office Management:

3 years (Preferred)

Work Location:

In person