About the Role
Element Service Solutions is a General Contractor specializing in commercial renovations, repairs, maintenance, and service call work; managing a high volume of small to mid-size projects rather than a handful of large ones. We're looking for an experienced, energetic, proactive, detail-oriented Office Manager to run the day-to-day financial and administrative operations of our office and ensure seamless project support. You will be supporting the overall company which includes our two divisions: Construction and Landscape/Hardscape.
This is a critical, highly visible role - you'll work directly with ownership, employees, vendors, and customers every day, and you'll be involved in most of the day-to-day functions that keep the company running. We need someone who can confidently delegate work and hold people accountable, including peers and employees who don't report directly to them. This is a hands-on position for someone who thrives in a fast-paced environment and is comfortable wearing multiple hats - from processing payroll and managing accounts payable to onboarding new hires, supporting the sales team, and keeping the office running smoothly. Construction industry experience is a strong plus.
Primary Responsibilities
Accounting & Financial Administration
- Process accounts payable and vendor invoices.
- Code invoices to the appropriate projects and cost codes.
- Maintain vendor records, W-9s, and certificates of insurance.
- Reconcile bank and credit card accounts.
- Process customer payments and maintain accounts receivable records.
- Prepare and process weekly payroll.
- Maintain accurate payroll records and employee deductions.
- Coordinate with the company's CPA regarding monthly financial reporting, tax preparation, and year-end accounting.
- Assist with job cost tracking and financial reporting.
- Process lien waivers and maintain project financial documentation.
Human Resources
- Manage the complete onboarding process for new employees.
- Prepare employment paperwork, including I-9s and W-4s.
- Coordinate pre-employment drug screens and background checks.
- Maintain employee personnel files and HR documentation.
- Administer employee benefits and enrollment changes.
- Track PTO, employee records, and employment status changes.
- Coordinate workers' compensation claims and return-to-work documentation.
- Manage employee separations and offboarding.
- Ensure compliance with federal and state employment regulations.
Payroll Administration
- Collect and review employee time records.
- Process weekly payroll through payroll service provider accurately and on time.
- Maintain payroll records and employee deductions.
- Coordinate with field managers regarding payroll questions and corrections.
- Assist with payroll reporting and documentation.
Office Administration
- Answer incoming phone calls and route inquiries appropriately.
- Maintain office supplies and office organization.
- Maintain company licenses, registrations, and insurance renewals.
- Organize and maintain electronic and physical company records.
- Provide administrative support to ownership and project management staff.
- Assist with special projects and other administrative duties as assigned.
- Assist with permitting (filing NOC’s, permit administration).
Sales & Contract Support
- Help the sales team put together client presentations.
- Type up estimates and proposals for review and submission.
- Assist with contract administration for active and upcoming projects.
Qualifications
Required
- Minimum 5 years of office management, accounting, and HR experience.
- Experience processing payroll.
- Bilingual (English & Spanish) a plus.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Demonstrated ability to delegate tasks and hold others accountable, including peers and staff who don't report directly to you.
- Comfortable working directly with ownership, employees, vendors, and customers.
- Proficiency in Microsoft Office (Excel, Outlook, Word).
- Experience with QuickBooks or similar accounting software.
- Ability to handle confidential financial and employee information with integrity.
Preferred
- Experience in the commercial construction industry, particularly renovations, repairs, or maintenance work.
- Knowledge of construction accounting and job costing.
- Experience with employee onboarding and HR administration.
- Familiarity with lien waivers, certificates of insurance, and vendor compliance.
- Understanding of payroll regulations and employment compliance.
- Experience assisting with proposals, estimates, or contract administration.
Benefits
- Health, dental, and vision insurance with company match
- 401(k) retirement plan with company match
- Paid time off
- Paid holidays
Schedule
- Full-time, on-site at our Sanford, FL office
- Monday - Friday
Pay: $55,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
