Office Manager

Reports To : Operations Manager / Controller Location : OPREX Office Role Objective The Construction Office Manager owns administrative coordination, office organization, HR support, accounting support, insurance tracking, and compliance-related processes that keep OPREX’s office and field operations running smoothly. This role is responsible for ensuring administrative systems are accurate, organized, and consistently maintained across multiple business functions. The Office Manager supports the operating system of the company—coordinating information, documentation, communication, accounting support, HR administration, insurance compliance, and office workflows to create dependable internal support for leadership, project teams, and field operations. Success in this role is measured by accuracy, organization, follow-through, timely communication, compliance support, and the ability to reduce administrative friction across the business. Core Outcomes (What the Role Owns) Accurate and organized administrative records Timely support of accounts payable and accounts receivable processes Consistent support of month-end bookkeeping closeout requirements Complete and organized employee files, time-off tracking, and HR documentation Timely coordination of onboarding, offboarding, recruiting support, and benefitsadministration Accurate certificates of insurance and compliance-related documentation Clear coordination between field teams, management, accounting, and administration Organized meeting agendas, office communication, company events, supplies, andcompany swag Reliable follow-through on administrative deadlines, documentation, and internal requests Key Responsibilities Manage accounts payable and accounts receivable processes. Support the Project Management team’s accounts payable responsibilities. Track budgets, expenses, receipts, and related reporting. Coordinate with accountants for reporting requirements and documentation. Support processes involved in closing out each month’s bookkeeping records. Maintain accurate financial and administrative records. Follow up on missing information, approvals, or documentation as needed. Human Resources Administration Maintain employee files and related HR documentation. Track employee time off and maintain accurate time-off records. Assist with onboarding, offboarding, and training coordination. Support recruitment efforts and job posting management. Check employee timecards and communicate HR updates as needed. Manage annual open enrollment for employee benefits. Enter prevailing wage data for the company on qualifying projects. Facilitate recognition of employee birthdays and work anniversaries. Support planning and execution of company-sponsored events. Insurance & Compliance Support Manage certificates of insurance. Coordinate with brokers and carriers regarding policy updates, changes, and documentation. Maintain compliance with contractual insurance requirements. Complete and submit annual audits. Track insurance-related requests from clients, vendors, subcontractors, and project teams. Help ensure insurance documentation is accurate, current, and easy to access when needed. Office Communication & Coordination Serve as a liaison between field teams, management, administrative staff, and accounting. Update meeting agendas and collect, format, and organize relevant data. Help ensure internal communication is timely, clear, and organized. Support leadership and project teams with administrative coordination as needed. Maintain office records, forms, files, and administrative systems. Help reduce confusion by keeping information organized and accessible. Office Operations & Company Support Maintain office supplies and coordinate ordering as needed. Maintain the supply, condition, and distribution of company swag. Support company meetings, employee communications, events, and internal initiatives. Help create a professional, organized, and efficient office environment. Identify opportunities to improve administrative processes, documentation, and office workflows. Key Performance Indicators Accuracy of administrative, HR, insurance, and financial records Timeliness of accounts payable and accounts receivable support Completion of month-end bookkeeping support tasks Accuracy and completeness of employee files and time-off tracking Timeliness of onboarding, offboarding, benefits, and recruiting support Accuracy and timeliness of certificates of insurance and annual audits Responsiveness to leadership, accounting, project management, and field team needs Organization of meeting agendas, office systems, supplies, events, and company swag Reduction of administrative gaps, missing documentation, and recurring office issues Strong organizational skills and attention to detail Clear written and verbal communication skills Ability to manage multiple priorities and follow through on deadlines Ability to handle confidential employee, financial, company, and project information with discretion Proficiency with Microsoft Office, email, spreadsheets, and common business software Professional, service-oriented approach when working with employees, field teams, vendors, and leadership Ability to coordinate across accounting, HR, insurance, administration, and field operations Strong problem-solving and administrative coordination skills Qualifications Previous experience in office administration, office management, accounting support, HR administration, or a similar role Experience supporting accounts payable, accounts receivable, bookkeeping support, or expense tracking preferred Experience supporting HR processes such as onboarding, employee files, timecards, benefits, or recruiting preferred Familiarity with certificates of insurance, annual audits, prevailing wage reporting, or compliance documentation preferred Experience coordinating with accountants, insurance brokers, vendors, project managers, or field teams preferred Experience in construction, subcontracting, engineering, or field-service environments preferred Experience with construction management, accounting, payroll, or HR software preferred #J-18808-Ljbffr OPREX Commercial Construction