Office Manager/Property Manager

Job Description

Job Description

Office Manager / Property Manager

Cowperthwaite Hininger General Contractors, Inc.

Location: Pinole, CA

Cowperthwaite Hininger General Contractors, Inc. is looking for an experienced, highly organized, and dependable Office Manager / Property Manager to oversee the daily operations of our office and assist with the administrative, accounting, construction, and property management needs of our company.

The ideal candidate is someone who can work independently, stay organized, manage multiple priorities, communicate professionally, and take ownership of their responsibilities . Experience working for a construction company, contractor, property management company, or similar small business is highly preferred.

Responsibilities

Office Management

• Manage the day-to-day operations of the office
• Answer phones, emails, and customer inquiries professionally
• Maintain organized company records, files, documents, and correspondence
• Order and maintain office supplies, equipment, and materials
• Coordinate office equipment, maintenance, and service needs
• Maintain calendars, schedules, meetings, and appointments
• Assist company owners and management with administrative needs
• Maintain confidentiality of company, employee, customer, and financial information

Accounting & Bookkeeping

• Work with QuickBooks on a regular basis
• Enter and maintain financial transactions
• Perform bank and account reconciliations
• Manage Accounts Receivable (A/R) , including customer invoices, outstanding balances, payment follow-ups, and collections
• Manage Accounts Payable (A/P) , including vendor invoices, bills, and payment processing
• Review invoices and payments for accuracy
• Assist with financial reporting and recordkeeping
• Prepare and maintain job cost reports
• Track project-related expenses and costs
• Work closely with management to monitor job profitability and outstanding payments

Human Resources & Payroll

• Assist with employee onboarding and personnel records
• Maintain employee files and required documentation
• Assist with payroll processing and payroll records
• Track employee timecards and attendance
• Assist with workers' compensation, insurance, and other employment-related documentation
• Coordinate with employees, subcontractors, and management regarding administrative matters

Construction Administration

• Assist with construction project administration and documentation
• Maintain project files, contracts, proposals, change orders, invoices, and other project records
• Track permits, inspections, licenses, and project-related documentation
• Communicate with customers regarding proposals, contracts, invoices, payments, and scheduling
• Communicate with subcontractors and vendors regarding estimates, scheduling, invoices, insurance certificates, W-9s, and other required documents
• Assist management with project tracking and scheduling

City, Licensing & Permit Coordination

• Communicate and coordinate with the City of Pinole and other local agencies
• Assist with contractor business licenses and renewals
• Coordinate building permits, permit applications, inspections, and related documentation
• Track permit status and deadlines
• Maintain company licensing and compliance records
• Communicate professionally with city personnel, inspectors, vendors, subcontractors, and customers

Property Management

• Assist with the management of company rental properties
• Communicate with tenants regarding maintenance requests and property-related matters
• Coordinate repairs and maintenance with vendors and contractors
• Maintain tenant records, property files, and related documentation
• Assist with rent records, notices, and property-related accounting
• Schedule vendors and service providers as needed
• Monitor property maintenance and office/property expenses

Qualifications

• Previous experience as an Office Manager, Property Manager, Construction Administrator, Bookkeeper, or similar position
• Strong working knowledge of Microsoft Office / Microsoft 365 , including:
• • Word
  • Excel
  • Outlook / Email
• QuickBooks experience is required
• Strong understanding of bookkeeping and accounting principles
• Experience with bank/account reconciliations
• Experience with A/R and A/P
• Experience processing or assisting with payroll
• Experience with HR and employee records
• Strong Excel skills and ability to create and maintain spreadsheets and reports
• Ability to understand and track job costs and project expenses
• Excellent written and verbal communication skills
• Strong organizational and time-management skills
• Ability to prioritize multiple tasks and meet deadlines
• Professional and courteous when communicating with customers, vendors, subcontractors, employees, and government agencies
• Must be dependable, detail-oriented, and able to work independently
• Construction, contracting, or property management experience is strongly preferred

Ideal Candidate

We are looking for someone who is hands-on and proactive, a person who sees what needs to be done and takes care of it without having to be constantly directed.

The right person will be comfortable wearing many hats in a small business and will have the ability to move between accounting, HR, payroll, customer service, construction administration, property management, and general office operations throughout the day.

If you are organized, dependable, detail-oriented, and enjoy being an important part of a small, established construction company, we would like to hear from you.

Position Type

Full-Time

Experience

• Office Management: Preferred
• QuickBooks: Required
• A/R & A/P: Required
• Microsoft Word & Excel: Required
• Payroll/HR: Preferred
• Construction or Property Management: Strongly Preferred
• Permit/City coordination: Preferred