Office Manager

Job Description

Job Description

Our client, a leading structural steel fabricator serving the construction industry, is seeking a highly organized, dependable, and detail-oriented Bookkeeper & Office Manager to oversee daily financial operations and office administration. This critical role works closely with company leadership to ensure accurate financial management, efficient office operations, and effective communication between corporate and plant personnel.

The ideal candidate is proactive, trustworthy, and comfortable managing multiple priorities in a fast-paced construction environment. Construction accounting experience is preferred, as this position plays a key role in project bookkeeping, payroll administration, insurance management, vendor payments, and company compliance.

Essential Responsibilities

Office Management & Administrative Support

• Process and manage weekly plant payroll and 401(k) administration.

• Coordinate employee benefits and insurance programs, including:

  • Health insurance

  • Life insurance

  • Disability insurance

  • Workers' Compensation

• Manage corporate insurance policies, including:

  • General Liability

  • Umbrella Coverage

  • Workers' Compensation

• Maintain office operations, including supplies, facility maintenance, permits, fire inspections, and city licenses.

• Ensure compliance with federal, state, local, and use tax requirements.

• Serve as the primary liaison between office personnel and plant employees.

• Support day-to-day administrative functions and special projects as assigned.

Accounting & Financial Management

• Maintain accurate bookkeeping records using QuickBooks.

• Manage subcontractor agreements, contracts, and payment processing.

• Process customer billing, payment applications, requisitions, change orders, and lien waivers.

• Track project-related financial activity from project startup through closeout.

• Prepare and maintain complete job files and supporting documentation.

• Manage weekly vendor payment processing and provide payment recap summaries.

• Prepare weekly bank account activity summaries including:

  • Deposits

  • Payments

  • Payroll transactions

  • Electronic payment reporting

• Assist with month-end and year-end financial reporting.

• Prepare Balance Sheet and Profit & Loss information for external accountants and tax preparation.

• Support accounting audits and financial reviews.

Construction Project Administration

• Oversee project insurance compliance requirements.

• Coordinate certificates of insurance and subcontractor insurance documentation.

• Manage job licenses, permits, bonds, warranties, and lien documentation.

• Monitor project billing, collections, payments, and project closeout requirements.

• Maintain accurate project records and financial documentation.

• Support adherence to quality construction standards and proper construction practices.

Qualifications

Required

• Minimum 3+ years of bookkeeping, accounting, or office management experience.

• Strong proficiency with QuickBooks.

• Advanced Microsoft Excel skills.

• Working knowledge of Microsoft Word and Outlook.

• Excellent organization and time management skills.

• Strong attention to detail and accuracy.

• Ability to maintain confidentiality of sensitive financial and employee information.

• Strong verbal and written communication skills.

• Ability to work independently while managing multiple priorities.

Preferred

• Construction industry bookkeeping experience.

• Experience with project-based accounting and job costing.

• Knowledge of construction billing, AIA billing, change orders, waivers, and lien processes.

• Understanding of payroll administration and employee benefits management.

• Human Resources and employee relations experience.

Core Competencies

• Financial Accuracy & Accountability

• Organization & Prioritization

• Problem Solving

• Communication & Relationship Building

• Leadership & Team Support

• Confidentiality & Integrity

• Initiative & Self-Motivation

• Customer Service Orientation

• Construction Industry Knowledge

Work Environment

• Full-time position.

• In-office attendance is required.

• Collaborative environment supporting both office and plant operations.

• Frequent interaction with ownership, accounting, project management, vendors, customers, and employees.

Benefits

• Competitive compensation

• 401(k)

• 401(k) Company Match

• Health Insurance

• Life Insurance

• Disability Insurance

• Paid Time Off (PTO)

• Additional company-sponsored benefits
  

Davis Staffing is a trusted partner of the best light industrial companies, small businesses, and jobseekers in the Chicagoland and Northwest Indiana region. For more than 60 years, we have helped our candidates grow their careers in Production, Quality, Warehousing, Supply Chain, Human Resources, Administration, Finance, R&D, Sales, and Customer Service roles. Contact us today and find out how Davis can make a difference for you!

Company Description

Davis Staffing is a trusted partner of the best light industrial companies, small businesses, and jobseekers in the Chicagoland and Northwest Indiana region. For more than 60 years, we have helped our candidates grow their careers in Production, Quality, Warehousing, Supply Chain, Human Resources, Administration, Finance, R&D, Sales, and Customer Service roles. Contact us today and find out how Davis can make a difference for you!