Office Manager - Construction

Accounting & Bookkeeping 

Accounts Payable 

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  Maintain accurate and current Accounts Payable records in Sage 50 for each company entity. 

  
  

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  Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry. 

  
  

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  Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation. 

  
  

Accounts Receivable & Collections 

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  Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff. 

  
  

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  Record cash receipts according to established procedures and prepare bank deposits as needed. 

  
  

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  Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required. 

  
  

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  Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections. 

  
  

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  Escalate past-due accounts and billing disputes to the Owner promptly. 

  
  

General Ledger & Reconciliations 

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  Record and reconcile daily financial transactions

  
  

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  Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities. 

  
  

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  Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format. 

  
  

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  Identify and resolve discrepancies, and escalate concerns to the Owner as needed. 

  
  

Payroll Support 

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  Assist with payroll processing, including collecting and verifying employee time records. 

  
  

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  Ensure payroll is processed accurately and on time and is properly recorded in the accounting system. 

  
  

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  Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners. 

  
  

Cash Flow, Budgeting & Forecasting 

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  Prepare and maintain the weekly cash flow report. 

  
  

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  Support budget preparation and forecasting activities with the Owner and external partners. 

  
  

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  Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs. 

  
  

Job Cost & Overhead Reporting 

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  Ensure project expenses, receipts, and invoices are coded accurately to jobs. 

  
  

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  Prepare labor burden and overhead absorption reporting as directed. 

  
  

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  Support the Owner and Project Manager with job cost information as requested. 

  
  

Office Management & Administration

Front Office & Customer Communication 

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  Answer the telephone and greet visitors professionally, providing information and relaying messages. 

  
  

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  Route matters requiring action to the appropriate person and follow up to ensure completion. 

  
  

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  Return all calls and messages within one business day, and within two hours whenever possible. 

  
  

Customer & Lead Records 

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  Log incoming leads in Pipedrive or the company-designated system and assign job numbers. 

  
  

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  Maintain accurate customer, lead, and vendor information in company systems. 

  
  

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  Maintain organized customer and company files, both electronic and paper, that are readily accessible. 

  
  

Office Operations 

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  Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally. 

  
  

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  Order and maintain office supplies and manage office equipment, vendor, and service accounts. 

  
  

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  Maintain company records and filing systems, including document retention. 

  
  

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  Maintain a clean, organized, and professional office environment.