Office Manager - Construction

Accounting & Bookkeeping

Accounts Payable

• Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.

• Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.

• Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.

Accounts Receivable & Collections

• Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.

• Record cash receipts according to established procedures and prepare bank deposits as needed.

• Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.

• Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.

• Escalate past-due accounts and billing disputes to the Owner promptly.

General Ledger & Reconciliations

• Record and reconcile daily financial transactions

• Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.

• Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.

• Identify and resolve discrepancies, and escalate concerns to the Owner as needed.

Payroll Support

• Assist with payroll processing, including collecting and verifying employee time records.

• Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.

• Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.

Cash Flow, Budgeting & Forecasting

• Prepare and maintain the weekly cash flow report.

• Support budget preparation and forecasting activities with the Owner and external partners.

• Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs.

Job Cost & Overhead Reporting

• Ensure project expenses, receipts, and invoices are coded accurately to jobs.

• Prepare labor burden and overhead absorption reporting as directed.

• Support the Owner and Project Manager with job cost information as requested.

Office Management & Administration

Front Office & Customer Communication

• Answer the telephone and greet visitors professionally, providing information and relaying messages.

• Route matters requiring action to the appropriate person and follow up to ensure completion.

• Return all calls and messages within one business day, and within two hours whenever possible.

Customer & Lead Records

• Log incoming leads in Pipedrive or the company-designated system and assign job numbers.

• Maintain accurate customer, lead, and vendor information in company systems.

• Maintain organized customer and company files, both electronic and paper, that are readily accessible.

Office Operations

• Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally.

• Order and maintain office supplies and manage office equipment, vendor, and service accounts.

• Maintain company records and filing systems, including document retention.

• Maintain a clean, organized, and professional office environment.