Office Manager

Position Summary:

The ideal candidate will have experience in the construction industry, possess strong communication skills, and thrive in a fast-paced environment. This is a contract to hire role. Please apply today for immediate consideration!

Key Responsibilities:

Office Management & HR Functions:

• Open and close the office as a key holder, ensuring security and operational readiness.
• Handle essential office management duties, including ordering office supplies and maintaining inventory.
• Assist with HR functions, including the onboarding process and setup of new employees.
• Coordinate timekeeping and ensure accurate recording of employee work hours.
• Serve as the primary point of contact for employees regarding office-related matters.

Accounts Payable & Job Costing:

• Monitor and manage the AP inbox, ensuring timely responses and actions for incoming invoices and vendor communications.
• Organize and enter invoices into QuickBooks, ensuring proper coding and categorization in compliance with company policies.
• Perform job costing duties, ensuring that costs are accurately allocated to respective projects.
• Process expense reports and reconcile company credit card transactions.
• Manage vendor relationships, including vendor setup and ensuring accurate payment terms and documentation.
• Distribute payments to vendors, ensuring checks are passed out in a timely and organized manner.
• Maintain accurate and up-to-date records of all AP transactions, including coding invoices and preparing necessary documentation for financial reporting.
• Process an increasing volume of invoices, currently about 20 per day, with potential for growth.

Required Qualifications:

• Bilingual in Spanish and English (required).
• Experience in the construction industry, specifically with accounts payable and job costing (preferred).
• Proficiency in QuickBooks or similar accounting software required.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Attention to detail and accuracy in coding invoices and financial reporting.
• Excellent communication skills, both written and verbal, with the ability to interact with employees, vendors, and external stakeholders.
• Strong understanding of basic HR functions, including onboarding and timekeeping.
• Previous experience handling vendor management and office supply ordering.