Position Summary:
The Office Manager is responsible for overseeing daily administrative and operational functions of the office. This role supports company leadership by ensuring efficient office operations, accurate administration, employee coordination, and organized internal systems. The Office Manager plays a key role in supporting the business, maintaining compliance, and keeping projects and teams running smoothly.
Human Resources & Employee Administration:
- Manage employee vacation, time-off request, and appointment tracking
- Coordinate the onboarding of new employees; including paperwork and system setup
- Administer payroll processing and ensure accuracy and timeliness while maintaining strict compliance with privacy and confidentiality
- Manage employee benefits; including 401K and Health Insurance
- Maintain office schedules, calendars, and internal communications
- Coordinate birthday cards and employee acknowledgements
- Manage employee concerns and communicate appropriately with executives
Office & Systems Management:
- Manage office supplies and inventory
- Oversee office equipment; including technology
- Maintain Google Drive organization and file structure
- Manage filing systems and box inventory
- Coordinate FedEx and UPS shipments
- Handle incoming and outgoing mail
- Assist front desk; answering phones and greeting visitors
- Assist with administrative needs related to projects and vendors
- Maintain vendor insurances and manage company insurances
- Responsible for oversight of AP & AR timeliness and accuracy and reporting
- Assist with monthly closeouts; including printing reports and verifying job completion
- Manage monthly GL expenses and process invoices
- Support accounting processes across multiple business entities
- Prepare and check weekly reports and ensure accuracy; bank reconciliation, GL reconciliation, monthly accruals, AR & AP sub ledger reconciliation, etc.
- Prepare and check monthly reports and ensure accuracy; related party transactions, balance sheet, income statement, cash flow report, GL expense budget vs actual report, management reports, under/over billing report, etc.
- Maintain daily oversight and monitor status of accounts payable and receivable
Qualifications & Skills:
- MS Office, Word, Excel, Quickbooks, Procore, Asana, etc.
- Strong communication, organizational, and multitasking skills
- High attention to detail and accuracy
- Proficiency with office software, quickbooks, etc.
- Experience and understanding of payroll, accounting, and benefits administration
- Strong and effective written and verbal communication and interpersonal skills
- Ability to handle confidential information with strict discretion
- Experience in construction or contracting and accrual accounting
