Office Manager

Principal Duties and Responsibilities

• Manage daily office operations including supplies, vendors, facility needs, and general administrative functions.
• Serve as the primary point of contact for visitors, phone calls, and internal office support requests.
• Cookordinate office meetings, events, travel arrangements, and internal communications.
• Provide administrative support for company leadership and operational teams.
• Maintain office organization and promote a professional, productive work environment.
• Manage petty cash, employee reimbursements, and remote bank deposits.
• Serve as a notary for company and project documentation when needed.
• Lead and coordinate the project pay application process, ensuring timely and accurate preparation, review, submission, and tracking of owner and subcontractor pay applications.
• Review subcontractor pay applications, supporting documentation, and lien waivers for completeness and compliance prior to Project Manager approval and submission to accounting.
• Support monthly owner billing cycles, including gathering backup documentation, tracking contract values, change orders, retainage, and payment status.
• Aid Project Managers with budget monitoring, job cost reporting, and financial tracking for active projects.
• Maintain accurate financial records and project accounting documentation in accordance with company policies and project requirements.
• Cookordinate trade partner check distribution, including rush checks, joint checks, and early payment requests while ensuring proper approvals and documentation are in place.
• Prepare, track, and organize project-specific compliance reporting such as certified payrolls, MBE/WBE participation reporting, insurance documentation, and lien waiver logs.
• Support accounts payable and accounts receivable functions related to construction projects, including invoice coding, processing, reconciliation, and payment tracking.
• Monitor subcontractor and vendor compliance documentation to support payment processing and project closeout requirements.
• Aid with month-end reporting activities and financial audits by maintaining organized and accurate project records.
• Cookoperate closely with Project Managers, Superintendents, and the corporate accounting team to ensure project financial procedures are followed and deadlines are met.

Qualifications / Skills and Knowledge Requirements

• 3–5 years of experience in office management, project accounting, construction accounting, or project administration; construction industry experience strongly preferred.
• Strong knowledge of construction accounting processes, including pay applications, lien waivers, subcontract billing, retainage, and job cost tracking.
• Experience supporting project financial operations in a fast-paced construction environment.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with construction accounting and project management software such as Viewpoint Vista, Procore, Sage, or similar platforms preferred.
• Excellent organizational skills with strong attention to detail, accuracy, and follow-through.
• Ability to manage multiple deadlines and shifting priorities while maintaining professionalism and responsiveness.
• Strong communication and interpersonal skills with the ability to collaborate effectively across project teams and departments.
• Self-starter who takes initiative, problem-solves independently, and contributes positively to a team environment.