Job Description

Office Manager

Key Responsibilities

Accounting & Financial Operations

• Manage job costing processes, including material purchase orders
• Process subcontractor payments and support payroll activities
• Receive, record, and deposit customer payments on a regular schedule
• Record and monitor expenses, invoices, and bills
• Maintain accurate records in accounting software, including accounts payable and receivable
• Reconcile bank accounts and revolving vendor accounts on a monthly basis
• Prepare and send customer invoices according to contract terms and production schedules
• Support accounts receivable follow-up and collections as needed
• Calculate and process employee commission payments
• Prepare reconciled financial records for annual tax filings and audits
• Coordinate with external partners such as accountants, insurance providers, and government agencies when required

Administrative & Office Operations

• Open, review, and distribute mail in a timely manner
• Maintain organized digital and physical filing systems
• Set up new employees using established onboarding procedures
• Manage office technology, software, phones, and equipment needs
• Monitor and maintain office supply inventory
• Maintain standard company reports and complete ad hoc reporting as requested
• Ensure subcontractor documentation and insurance certificates are current
• Complete job setup and job closeout processes, including document uploads, reconciliations, and reporting

Standards & Expectations

• Maintain a professional, positive, and respectful demeanor with clients, vendors, subcontractors, and internal team members
• Ensure timely and accurate data entry and recordkeeping
• Respond promptly to internal and external inquiries
• Maintain strict confidentiality of company and client information
• Adhere to established policies, procedures, and compliance requirements
• Proactively identify opportunities for process improvement and operational efficiency
• Communicate issues, risks, or missed deadlines to leadership in advance whenever possible

Qualifications

• Previous experience in office management, bookkeeping, or administrative operations
• Strong working knowledge of accounting software and financial processes
• High attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong organizational, communication, and problem-solving skills
• Comfortable working independently while collaborating with leadership and team members

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