Position Summary
The Office Manager is responsible for supporting the day-to-day administrative and operational needs of the division, including payroll processing, accounts payable and receivable, billing, project administration, employee recordkeeping, and general office management. This position works closely with the Division Manager, Project Managers, field supervisors, and field personnel to help ensure accurate and timely communication, documentation, and administrative support.
The successful candidate must be highly organized, detail-oriented, comfortable managing multiple priorities, and capable of learning and effectively utilizing the company's project management, accounting, and information systems.
Essential Duties and Responsibilities
- Viewpoint System Administration — Learn and become proficient in the Viewpoint construction management and accounting system within six months of employment. Training and assistance will be provided as necessary.
- Payroll Administration — Collect employee time information from field crews, review information for accuracy, and enter payroll-related data into Viewpoint.
- Accounts Payable and Receivable — Assist with the processing, tracking, and administration of accounts payable and accounts receivable activities.
- Monthly Billing and Invoicing — Prepare monthly customer billings and invoices by gathering project and financial information from Viewpoint and other supporting documentation. Prepare invoices using Microsoft Word or Excel when necessary.
- Purchase Orders and Change Orders — Prepare, process, and maintain purchase orders and purchase order change orders, including entering required information into Viewpoint.
- Project Setup — Establish new projects/jobs within Viewpoint and maintain accurate project information and documentation.
- Project Site Administration — Learn and become proficient in the company's Project Site system within six months of employment and utilize the system for project-related information and documentation.
- Project and Field Support — Distribute safety information, Human Resources information, project documentation, and other materials to superintendents, supervisors, and field crews as needed.
- PTO Administration — Maintain accurate records of vacation, sick leave, and other applicable paid time off for field and office employees.
- Equipment and Vehicle Tracking — Maintain spreadsheets and other records used to track company trucks, vehicles, and equipment.
- Proposal and Document Preparation — Prepare proposals, correspondence, reports, and other documents required for clients, projects, and internal operations.
- Project Management Support — Provide day-to-day administrative and operational support to approximately three to four Project Managers and the Division Manager.
- General Office Administration — Perform general administrative duties including ordering office supplies, preparing correspondence, maintaining office records, producing and distributing blueprint sets, filing, copying, scanning, and other office support activities.
- Communication and Coordination — Assist with gathering, organizing, and communicating information between office personnel, project management, field supervision, and field employees.
- Perform other administrative and operational duties as assigned based on the needs of the division.
Required Skills and Qualifications
- Proficiency with Microsoft Word and Excel.
- Working knowledge of Adobe Acrobat and Bluebeam Revu.
- Strong computer and data-entry skills.
- Ability to learn construction accounting, project management, and information systems.
- Strong organizational and time-management skills.
- High level of accuracy and attention to detail.
- Ability to manage multiple responsibilities and changing priorities.
- Strong written and verbal communication skills.
- Ability to work effectively with project managers, field supervisors, employees, clients, and vendors.
- Ability to maintain confidentiality when handling payroll, employee, financial, and company information.
- Previous administrative, accounting, construction, or office management experience is preferred.
Performance Expectations
Performance will be evaluated periodically to ensure appropriate progress, accuracy, productivity, and proficiency in assigned responsibilities and company systems. Employees are expected to demonstrate continued development in their role and become proficient in Viewpoint, Project Site, and other required systems within the established training period.
Compensation
Hourly Rate: Competitive and based on experience and qualifications.
Benefits: Medical, dental, vision, short-term disability, long-term disability, life insurance, accidental death and dismemberment, telemedicine, employee assistance program, and more.
401(k) Retirement Plan: Company match of up to 4%, subject to the terms of the plan.
Paid Time Off (PTO):
- 0–10 Years of Service: 120 hours annually (prorated first year)
- More than 10 Years of Service: 160 hours annually
Paid Holidays – 8 Days:
- New Year's Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday following Thanksgiving
- Christmas Eve
- Christmas Day
Current Office Hours
Monday–Thursday: 7:30 a.m. – 5:00 p.m.
Friday: 7:30 a.m. – 2:30 p.m.
Location: Fulton, Mississippi
The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EOE/Vets/Disabilities/M/F
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
