Job Description

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Job Description

Job Description

Job Title:

Office Manager (Contractor Services)

Employment Type:

Part-Time (with potential to transition to Full-Time)

Location:

On-site / Office

Compensation & Benefits:

Negotiable based on experience

About the Role

A growing small general and mechanical contracting company is seeking an experienced, detail-oriented Office Manager to oversee day-to-day office operations, job administration, and bookkeeping. The ideal candidate will have prior experience supporting trade contractors and be eager to join a close-knit team with opportunities for long-term growth as the business expands.

Key Responsibilities

In-House Bookkeeping & Billing:

Manage accounts payable, accounts receivable, vendor invoices, progress billing, client invoicing, and bank reconciliations.

Accounting Software Management:

Maintain financial records and job-costing data within QuickBooks for Contractors.

Job Task Organization & Filing:

Maintain organized physical and digital project files, work orders, change orders, and subcontracts.

Estimating Support:

Collaborate directly with the project estimator on bid packages, submittals, vendor quotes, and contract documentation.

Compliance & Records Maintenance:

Track and maintain active business licenses, contractor credentials, bonds, permits, and employee/safety certifications to ensure continuous compliance.

General Office Coordination:

Answer incoming calls, coordinate office supplies, handle correspondence, and assist field operations with general administrative needs.

Qualifications & Skills

Contractor Experience:

Proven track record working in an administrative or office management capacity for general, mechanical, or specialty contractors.

Software Proficiency:

Strong hands-on experience using QuickBooks for Contractors (or standard QuickBooks Desktop/Online tailored to construction accounting).

Government Portal Experience:

Familiarity with SAM.gov and eMMA (eMaryland Marketplace Advantage / Emma.gov) is a strong plus.

Organizational Skills:

Exceptional attention to detail, strong time-management skills, and the ability to prioritize tasks independently in a fast-paced environment.

Communication:

Clear, professional verbal and written communication skills for interfacing with subcontractors, clients, suppliers, and municipal agencies.

Flexibility & Growth Mindset:

Willingness to start on a part-time schedule with the availability and drive to take on full-time hours as operational needs scale.

Schedule & Compensation

Schedule:

Part-time schedule with core business hours (flexible scheduling options available); potential to transition into full-time employment as workload increases.

Compensation:

Hourly rate or salary, along with benefits, will be discussed and negotiated based on qualifications and relevant industry background.