Office Manager

Responsibilities Manage job costing processes, including material purchase orders Process subcontractor payments and support payroll activities Receive, record, and deposit customer payments on a regular schedule Record and monitor expenses, invoices, and bills Maintain accurate records in accounting software, including accounts payable and receivable Reconcile bank accounts and revolving vendor accounts on a monthly basis Prepare and send customer invoices according to contract terms and production schedules Support accounts receivable follow‑up and collections as needed Calculate and process employee commission payments Prepare reconciled financial records for annual tax filings and audits Coordinate with external partners such as accountants, insurance providers, and government agencies when required Administrative & Office Operations Open, review, and distribute mail in a timely manner Maintain organized digital and physical filing systems Set up new employees using established onboarding procedures Manage office technology, software, phones, and equipment needs Monitor and maintain office supply inventory Maintain standard company reports and complete ad‑hoc reporting as requested Ensure subcontractor documentation and insurance certificates are current Complete job setup and job closeout processes, including document uploads, reconciliations, and reporting Maintain a professional, positive, and respectful demeanor with clients, vendors, subcontractors, and internal team members Ensure timely and accurate data entry and recordkeeping Respond promptly to internal and external inquiries Maintain strict confidentiality of company and client information Adhere to established policies, procedures, and compliance requirements Proactively identify opportunities for process improvement and operational efficiency Communicate issues, risks, or missed deadlines to leadership in advance whenever possible Qualifications Previous experience in office management, bookkeeping, or administrative operations Strong working knowledge of accounting software and financial processes High attention to detail and accuracy Ability to manage multiple priorities and meet deadlines Strong organizational, communication, and problem‑solving skills Comfortable working independently while collaborating with leadership and team members #J-18808-Ljbffr