Position Overview The Office Manager is responsible for keeping day-to-day office and administrative operations organized, efficient, and financially accurate. This role serves as a central point of coordination for leadership, employees, construction operations, vendors, customers, and outside accounting partners. The position combines office management with hands-on responsibility for accounts payable, accounts receivable, vendor and subcontractor payments, customer invoicing, collections tracking, payroll support, purchasing documentation, financial recordkeeping, employee onboarding support, and general office administration. The ideal candidate is highly organized, trustworthy, resourceful, detail-oriented, and comfortable taking ownership in a fast-paced construction and technology environment. Key Responsibilities Office Operations & Administration Manage daily office operations, administrative functions, office procedures, supplies, equipment, maintenance, and service needs. Maintain organized electronic and physical records, contracts, filing systems, correspondence, reports, spreadsheets, and business documents. Coordinate calendars, meetings, appointments, conference rooms, travel arrangements, office communications, and company activities. Track deadlines, renewals, documents, action items, and follow-ups; identify operational issues and take initiative to resolve them. Accounts Payable Process vendor invoices and subcontractor payments accurately and on schedule. Verify purchase orders, supporting documentation, payment approvals, and coding before payment. Maintain payment schedules, reconcile vendor statements, and investigate or resolve discrepancies. Maintain accurate documentation for purchases, recurring services, vendor expenses, and payment records. Accounts Receivable Prepare and issue customer invoices accurately and promptly. Track outstanding receivables, collections, customer accounts, payment status, and payment history. Follow up professionally on past-due balances and coordinate with leadership regarding collection issues. Maintain clear supporting documentation for customer billing and receivable records. Financial & Payroll Support Assist with payroll processing, employee records, expense reports, receipts, budget documentation, and routine financial reporting. Coordinate with accounting personnel or outside bookkeeping providers and support month-end and year-end accounting activities. Monitor routine office expenditures and identify opportunities to improve cost control without disrupting operations. Employee, HR & Compliance Support Coordinate administrative aspects of employee onboarding and offboarding, including paperwork, equipment, system access, and required documentation. Maintain employee administrative records and help communicate company policies, procedures, and office expectations. Track business licenses, insurance certificates, registrations, renewals, and other recurring administrative requirements. Organize and post schedules for required personnel. Organize documents requested by leadership, accountants, attorneys, insurers, and other professional partners. Vendor, Customer & Company Communication Serve as a professional point of contact for employees, vendors, customers, visitors, contractors, government agencies, and business partners. Coordinate purchasing documentation, vendor relationships, service-provider needs, quotes, and recurring office services. Route incoming communications and ensure requests and action items reach the appropriate person and are followed through to completion. Maintain confidentiality regarding company, employee, customer, financial, and business information. Required Qualifications Previous experience in office management, administrative management, bookkeeping, or a similar role. Hands-on experience with accounts payable and accounts receivable, including invoicing, payment processing, reconciliations, and collections tracking. Strong bookkeeping, organizational, time-management, and recordkeeping skills with excellent attention to detail. Proficiency with Microsoft Office / Microsoft 365 and accounting or bookkeeping software. Ability to manage multiple priorities and deadlines, work independently, and take ownership without constant supervision. Strong written and verbal communication skills and sound professional judgment when handling confidential information. Preferred Qualifications Experience supporting a construction, engineering, real estate, manufacturing, technology, or other project-driven business. Experience with Teams, SharePoint, payroll administration, HR onboarding, vendor management, insurance documents, licenses, or business compliance records. Experience supporting month-end/year-end accounting activities and improving administrative or financial processes. Core Competencies Exceptional organization and attention to detail; financial accuracy and strong follow-through. Proactive problem solving, sound judgment, confidentiality, and reliability. Professional communication and customer service with employees, vendors, customers, and outside partners. Ability to prioritize in a fast-changing environment, take initiative, and create order and structure as the company grows. What Success Looks Like Accurate financial records, timely vendor and subcontractor payments, prompt customer invoicing, and consistent receivables follow-up. An organized office where records, deadlines, renewals, and follow-up items do not fall through the cracks. New employees receive an organized, professional onboarding experience and administrative records remain current. Vendors, customers, employees, and business partners receive timely, professional communication and dependable support. Leadership spends less time handling routine administrative and financial issues because the Office Manager takes ownership and resolves problems proactively. Please note that the work requires attention to detail and the ability to perform well under pressure. This role is not suited for individuals seeking low-intensity work. We value productivity and results, and team members are expected to meet performance expectations. The right person will bring order to a fast-moving environment, protect financial accuracy, anticipate needs, and make sure important details are handled reliably and professionally.

Pay:

$55,000.00 - $65,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person