Office Manager / Assistant Controller (HR & Accounting)

Hardwick General Contracting, Inc. · Winter Park, FL · 2 wk ago

On-siteAdministrative$65k–$80k/yrFull-time

Lead and manage daily office operations to help ensure internal systems, communication, documentation, and workflows run efficiently.
Work closely with the Owner, Vice President of Finance, and leadership team to support company priorities, project administration, and operational needs.
Develop, improve, and implement office procedures, workflows, systems, and internal processes.
Maintain organized electronic files and records for customers, projects, vendors, trade partners, insurance documentation, contracts, and company records.
Coordinate internal communication between ownership, finance, operations, project teams, clients, subcontractors, vendors, and trade partners.

Support accounting operations, including accounts payable, accounts receivable, financial documentation, reporting, and transaction tracking.
Prepare, organize, and maintain financial reports for ownership, operations, and finance leadership.
Support budget tracking, actual cost tracking, cash flow visibility, and project-related financial documentation.
Organize incoming bills with the Construction Manager and maintain proper digital filing.
Aid with vendor payments, trade partner documentation, check distribution, and related accounting procedures according to company policy.
Maintain accurate financial records, project cost information, and supporting documentation.
Aid finance leadership with higher-level financial reporting, reconciliations, documentation review, and accounting support as needed.

Support HR administration, employee documentation, onboarding, personnel records, and internal compliance processes.
Maintain employee records, staff timesheets, payroll-related documentation, and internal HR files.
Monitor staff timesheets in coordination with the Construction Manager and Vice President of Finance.
Aid with employee communication, policy documentation, and company procedure follow-up.
Support HR compliance needs, employee documentation, and administrative requirements related to company operations.
Aid leadership with HR-related tracking, organization, and follow-up as needed.

Collect, organize, and verify trade partner insurance certificates, business licenses, W-9s, lien waivers, and related documentation.
Maintain current trade partner agreements in company systems and appropriate applications.
Help ensure Florida Lien Law processes are followed and collect lien waivers as needed.
Maintain insurance documentation, including Builders Risk, General Liability, and Workers' Compensation records.
Aid vendor, subcontractor, and trade partner documentation processes.
Maintain customer, project, and construction sub team electronic files and records.
Set up project site binders, project directories, and related administrative documentation.

Input daily work logs into Construction Online and publish weekly office project reports.
Maintain and categorize contacts in Microsoft Office, Outlook, Construction Online, and other company systems.
Support project documentation, reporting, and office communication related to active construction projects.
Prepare and maintain internal reports that support operations, accounting, HR, and leadership decision-making.
Assist with company green building initiatives by assisting with required project documentation.
Ensure company systems are accurate, organized, current, and being used effectively.

Handle occasional administrative tasks such as mail, office supplies, phone calls, meeting coordination, company events, and guest visits as needed.
Manage the company's general email inbox and route messages or inquiries appropriately.
Arrange internal meetings, staff meetings, trade partner meetings, and company events when needed.
Cook up additional company administrative, accounting, HR, and operational activities as needed.

Minimum 3 years of office management, accounting, bookkeeping, HR administration, or related administrative leadership experience.
Experience in construction, residential construction, custom homebuilding, real estate, or a related industry preferred.
Experience with QuickBooks required.
Experience with Construction Online or similar construction management software preferred.
Strong understanding of accounting processes, including accounts payable, accounts receivable, financial documentation, reporting, and transaction tracking.
Experience supporting HR administration, employee records, onboarding, compliance documentation, or personnel processes preferred.
Familiarity with lien waivers, vendor documentation, insurance certificates, W-9s, trade partner agreements, and construction-related administrative processes preferred.
Proficiency with Microsoft Office, Outlook, Excel, QuickBooks, and digital file management systems.
Strong written and verbal communication skills.
Excellent organizational skills and strong attention to detail.
Ability to manage multiple priorities, deadlines, systems, and internal requests.
Strong problem-solving skills and ability to improve processes and workflows.
Professional, dependable, proactive, and comfortable working closely with ownership and leadership.
Ability to maintain confidentiality with financial, employee, client, vendor, and company information.

Full-time.
In-office position in Orlando, FL.

GED required.

Full Time.

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