Overview
We are a growing construction company looking for a reliable, detail-oriented Part-Time or Full TIme Office Manager / Accounts Payable Specialist. In this role, you will wear two hats: managing day-to-day office administrative tasks and handling full-cycle accounts payable. The ideal candidate thrives in a fast-paced construction environment, keeps operations organized, and possesses strong numbers proficiency.
Core Responsibilities
Accounts Payable & Financial Tracking:
- Review, code, and input vendor invoices and subcontractor payment applications into our accounting software.
- Match invoices to purchase orders (POs), delivery tickets, and field receipts to verify accuracy.
- Collect and track subcontractor compliance documents, including W-9s, certificates of insurance (COI), and lien waivers.
- Prepare weekly or bi-weekly check runs and electronic payments for management approval.
- Research and resolve billing discrepancies or payment inquiries directly with vendors and subcontractors.
- Assist with month-end accounting close activities and expense tracking.
Office Management & Administration:
- Manage daily office operations, including ordering supplies, handling incoming mail, and maintaining equipment.
- Serve as the professional face and voice of the company by answering incoming phone calls and greeting visitors.
- Maintain organized physical and electronic project files, contracts, and blueprints.
- Provide administrative support to project managers and the executive team.
- Assist with light human resources or payroll tasks if needed (e.g., collecting timecards).
Qualifications & Skills
Required:
- Experience: Minimum of 2–3 years of experience in bookkeeping, accounts payable, or office administration.
- Industry Knowledge: Previous experience working within the construction, contracting, or real estate sectors.
- Software Skills: Proficiency with Microsoft Office (specifically Excel and Outlook) and experience with standard construction/accounting software (e.g., QuickBooks, Sage, Viewpoint, or NetSuite).
- Compliance Familiarity: Basic understanding of lien waivers, COIs, and 1099/W-9 processes.
- Traits: Strong attention to detail, highly organized, and able to work independently in an evolving office environment.
Preferred:
- Experience processing payroll for field crews or trade laborers.
- Knowledge of project contract structures or job-cost tracking.
How to Apply
Please submit your resume and a brief cover letter explaining your experience in the construction industry to [email protected] with the subject line "Part-Time Office Manager Application."
Pay: $20.00 - $24.00 per hour
Work Location: In person
