Office Manager

Job Description

Job Description

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Training & development
• Vision insurance

Office Manager — Demolition Magicians
Location: Lexington, KY area Job Type: Full-Time

About the Role

Demolition Magicians is looking for an organized, self-motivated Office Manager to run the day-to-day operations of our office. No two days look the same — you'll juggle bookkeeping, payroll, contracts, permits, insurance, and vendor relationships while keeping our crews and leadership supported. If you're the type of person who thrives on variety, stays cool under shifting priorities, and takes ownership without needing to be micromanaged, we want to hear from you.

What You'll Do

Office & Administrative Support

• Answer phones, monitor billing/estimates/leads inboxes, and respond to field texts and voicemails
• Track and order office supplies
• Sort and process incoming mail, checks, and vendor documents
• Maintain organized physical and digital filing systems (job folders, vehicle folders, employee folders, insurance documents)

Bookkeeping & Accounts Payable

• Enter and track invoices and bills in QuickBooks, including new vendor setup
• Monitor due dates and ensure office bills and pay applications are paid on time
• Run periodic reports to review vendor activity and payment status
• Create and send checks as directed

Payroll & HR

• Review and correct weekly employee time entries (lunches, job costing, vacation accrual)
• Run bi-weekly payroll through ADP
• Onboard new employees (paperwork, filing, system setup) and process terminations
• Handle legal/payroll deduction notices and related correspondence

Jobs, Contracts & Permits

• Prepare and send service agreements/contracts for new jobs
• Manage subcontractor documentation (COIs, W9s, payment terms)
• Create and send invoices and AIA pay applications (G702/G703)
• Research and secure business licenses and demolition permits as required by city/county
• Coordinate notarization of contracts, lien waivers, and pay applications
• Arrange rental equipment and dumpsters as needed

Insurance & Fleet/Equipment

• Serve as the point of contact for all insurance-related requests (COIs, driver additions/removals, vehicle updates)
• Maintain organized records for company vehicles, including repairs, inspections, and receipts

What We're Looking For

• AIA Billing experience is heavily preferred
• Prior office management, bookkeeping, or administrative experience (construction, trades, or field service industry a plus)
• Experience with QuickBooks and/or ADP strongly preferred
• Comfortable learning new software systems (we use JobTread for job management)
• Strong organizational skills and attention to detail — you'll be tracking deadlines across payroll, bills, permits, and contracts simultaneously
• Ability to prioritize and adapt when the day's plan changes without notice
• Trustworthy with sensitive and confidential information (financial records, employee documents, legal paperwork)
• Clear, professional communicator — comfortable on the phone and in writing
• Self-starter who can manage recurring responsibilities with minimal oversight

Benefits

• Full health, dental, and vision insurance
• Short-term disability coverage
• 401(k) with 3% company match

Demolition Magicians is an equal opportunity employer.