Construction Office Manager
Position Summary
The Construction Office Manager is responsible for overseeing the administrative, accounting, and financial operations of a busy construction office. This position plays a critical role in supporting project management, ensuring accurate job costing, managing accounts payable, maintaining payroll tax compliance, overseeing the general ledger, and coordinating office operations. The ideal candidate is highly organized, detail-oriented, and experienced in construction accounting and project administration.
Essential Duties and ResponsibilitiesOffice Administration
· Open, sort, and distribute incoming mail daily.
· Maintain organized office files, contracts, vendor records, and project documentation.
· Support company leadership with administrative tasks, reporting, and special projects.
· Coordinate office procedures to ensure efficient day-to-day operations.
Accounts Payable & Vendor Management
· Establish and maintain vendor files, ensuring all required documentation is current, including W-9s, NTTC certificates, Form 5000, certificates of insurance, and other compliance documents.
· Review invoices for accuracy and obtain proper job cost or general ledger coding.
· Enter invoices into the accounting system for timely processing.
· Prepare vendor payments on a bi-weekly schedule or as needed.
· Print remittance advice, match payments to invoices, and maintain organized vendor payment records.
· Route checks for authorized signatures and distribute payments by mail or vendor pickup.
· Generate and submit Positive Pay files through U.S. Bank and ensure the appropriate operating account is funded.
· Reconcile monthly vendor statements and resolve discrepancies by obtaining missing invoices or credits.
Payroll Tax Administration
· Partner with the Human Resources Manager, who oversees day-to-day payroll processing and employee administration.
· Prepare, verify, and submit all federal and state payroll tax filings and payments, including:
o IRS Forms 941 and 940
o State Unemployment Insurance (SUI)
o State Withholding (SWH)
o Workers’ Compensation reporting and related filings
· Review payroll tax reports for accuracy prior to submission.
· Maintain compliance with all applicable payroll tax regulations and filing deadlines.
Project Setup & Job Cost Accounting
· Create new projects within the accounting system.
· Assign internal job numbers that serve as company contract numbers.
· Set up contracts using approved Schedules of Values provided by project management.
· Establish project budgets using budgeted cost codes and task information provided by management.
· Maintain accurate job cost records throughout the life of each project.
· Process approved change orders and update contract values while managing internal budget revisions.
· Generate and distribute weekly Job Cost, Cost-to-Complete, and Cost-to-Estimate reports for project managers and company leadership.
· Assist project managers with financial reporting and project cost analysis.
General Ledger & Financial Reporting
· Maintain the integrity of the General Ledger by ensuring transactions from Accounts Payable, Payroll, Job Cost, and other accounting modules are posted using the correct accounting periods.
· Prepare and post month-end journal entries, including bank activity, Work-in-Progress (WIP), insurance adjustments, depreciation, and general ledger reclassifications as required.
· Review and reconcile general ledger accounts to ensure financial accuracy.
· Utilize Viewpoint and integrated financial reporting tools to prepare monthly financial statements in Excel format.
· Review financial reports for accuracy and provide management with timely financial information.
Fleet & Equipment Administration
· Maintain the Company’s equipment and vehicle inventory.
· Track company-owned trucks, vehicles, trailers, and equipment.
· Coordinate vehicle registrations, license renewals, and related documentation.
· Prepare and submit quarterly trucking reports, including mileage, fuel tax, and state reporting requirements for CDL vehicles.
· Coordinate with Human Resources regarding CDL driver compliance while maintaining responsibility for vehicle reporting and records.
Construction Accounting Support
· Maintain accurate project records and financial documentation.
· Monitor job costs and assist in identifying budget variances.
· Support month-end and year-end accounting activities.
· Ensure accounting records comply with company policies, GAAP, and industry best practices.
Year-End Financial Close
· Verify the accuracy of all federal and state payroll and tax reports.
· Update payroll and tax rates for the new fiscal year.
· Prepare year-end schedules and supporting documentation for the company’s CPA.
· Assist the CPA with preparation and review of the annual financial statements.
· Process year-end closing entries upon receipt of the CPA’s reviewed financial statements.
· Open the new fiscal year within the accounting system and ensure all accounting modules are prepared for continued operations.
QualificationsRequired
· Minimum of 3–5 years of office management, construction accounting, or bookkeeping experience.
· Experience in the construction industry with job costing, project accounting, and general ledger accounting.
· Working knowledge of accounts payable, payroll tax reporting, and financial statement preparation.
· Experience preparing journal entries and month-end reconciliations.
· Proficiency with Microsoft Office, especially Excel.
· Experience with Viewpoint accounting software
· Strong organizational, analytical, and problem-solving skills.
· Excellent written and verbal communication skills.
· Ability to manage multiple priorities while meeting deadlines.
· High level of integrity and ability to maintain confidential financial information.
Preferred
· Experience with public works or government-funded construction projects.
· Knowledge of New Mexico tax reporting requirements, including NTTC documentation and Form 5000.
· Familiarity with subcontractor compliance, insurance tracking, certified payroll, lien waivers, and construction contract administration.
· Experience working with external CPAs during month-end and year-end financial close.
Key Competencies
· Construction accounting and job costing
· General ledger accounting and reconciliations
· Financial statement preparation and analysis
· Accounts payable management
· Payroll tax compliance
· Project setup and contract administration
· Fleet and equipment administration
· Financial reporting and month-end close
· Organization and attention to detail
· Time management and prioritization
· Professional communication
· Independent decision-making
· Commitment to accuracy, confidentiality, and regulatory compliance
Compensation
Compensation for this position will be commensurate with qualifications and experience. We offer a competitive salary based on the candidate's knowledge, skills, and relevant construction accounting experience. A comprehensive benefits package is available and will be discussed during the interview process.
Please email resume to [email protected]
Pay: $50,000.00 - $110,000.00 per year
Benefits:
- Dental insurance
- Health insurance
Work Location: In person
