Office Manager - Position Overview
We are seeking professional, detail-oriented, and self-motivated Office Manager to support daily office operations and administrative functions. This position plays a key role in maintaining an efficient office environment by managing front desk responsibilities, processing accounts payable invoices, handling accounts receivable collections, coordinating payment mailings, and supporting general office administration.
The ideal candidate is adaptable and comfortable working in a dynamic, fast-paced environment. This position requires wearing multiple hats, including front desk coverage, customer support, office coordination, supply management, and providing direct support to leadership and staff as needed.
Benefits Offered
- We offer competitive compensation, with flexibility to exceed the posted salary range based on experience, qualifications, and overall fit.
- 100% paid Health, Dental, Vision Insurance for Employee
- 7 Paid Holidays
- 40hrs Paid Sick
- 1-2 weeks Paid Vacation Annually
- 3% Match on Simple IRA
- Discretionary Bonuses
- Christmas Bonuses
- Career growth into a higher level job within the company
Key Responsibilities
Front Desk & Reception
- Answer and direct incoming phone calls in a professional and courteous manner
- Greet visitors, clients, and vendors
- Manage incoming and outgoing mail, packages, and deliveries
- Maintain reception and common office areas in a clean and organized manner
- Schedule appointments and coordinate meetings as needed
- Controls Conference Room Schedule
Office Management & Administrative Support
- Order and maintain office supplies and equipment
- Coordinate office maintenance and vendor services
- Assist with filing, data entry, document management, and reporting
- Support management with administrative projects and daily operational tasks
- Maintain confidentiality of financial and company information
Accounts Payable – Under supervision of the Controller
- Receive, review, and process vendor invoices accurately and timely
- Match invoices with purchase orders and approvals
- Prepare and mail vendor payments, including checks and supporting documentation
- Maintain AP records and vendor files
- Communicate with vendors regarding payment inquiries
- Manage insurance certificates
Accounts Receivable & Collections – Under supervision of the Controller
- Monitor customer accounts and outstanding balances
- Contact customers regarding overdue invoices and payment status
- Maintain accurate records of collection activity
- Assist with preparing customer statements and payment reports
- Coordinate with management regarding escalated collection matters
Qualifications
- High school diploma or equivalent required; associate degree or bookkeeping coursework preferred
- 2+ years of receptionist, office administration, or bookkeeping experience in construction is highly preferred
- Experience with accounts payable and accounts receivable processes
- Strong phone communication and customer service skills
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Familiarity with accounting software American Contractor is a plus
- Bilingual in English and Spanish is highly preferred
- Excellent organizational skills and attention to detail
- Ability to prioritize tasks and work independently
Preferred Attributes – Training will be provided by the company
- Professional and positive attitude
- Strong problem-solving abilities
- Reliable and punctual
- Comfortable handling confidential financial information
- Ability to multitask in a busy office environment
Future Goals
- Become proficient as back-up for payroll
- This role offers a clear path for advancement into higher-level accounting and financial responsibilities within the organization for the right candidate.
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
