Assistant Office Manager

Office Manager / Assistant Controller HR & Accounting Hardwick General Contracting Orlando, FL Hardwick General Contracting is hiring a full-time Office Manager / Assistant Controller (HR & Accounting) to lead office operations, support accounting and financial reporting, oversee HR administration, strengthen internal processes, and help manage the company's administrative, financial, and operational systems. This is a key leadership-support role for someone who is highly organized, financially capable, process-minded, and comfortable working closely with ownership, finance leadership, operations, project teams, clients, subcontractors, vendors, and trade partners. The ideal candidate will be able to take ownership of day-to-day office operations while also supporting accounting, HR, compliance, reporting, documentation, and workflow improvement across the company. Hardwick General Contracting is a family-owned residential builder established in 2004, specializing in custom luxury home construction and high-end residential renovation projects throughout the Central Florida area. Primary Responsibilities Office Leadership & Operations Lead and manage daily office operations to help ensure internal systems, communication, documentation, and workflows run efficiently. Work closely with the Owner, Vice President of Finance, and leadership team to support company priorities, project administration, and operational needs. Help develop, improve, and implement office procedures, workflows, systems, and internal processes. Support leadership with problem solving, follow‑up, internal coordination, and execution of administrative and operational initiatives. Maintain organized electronic files and records for customers, projects, vendors, trade partners, insurance documentation, contracts, and company records. Assist with systems implementation, workflow development, process improvement, and office organization as the company continues to grow. Coordinate internal communication between ownership, finance, operations, project teams, clients, subcontractors, vendors, and trade partners. Accounting & Financial Support Support accounting operations, including accounts payable, accounts receivable, financial documentation, reporting, and transaction tracking. Record company transactions in QuickBooks under the direction of finance leadership. Prepare, organize, and maintain financial reports for ownership, operations, and finance leadership. Support budget tracking, actual cost tracking, cash flow visibility, and project‑related financial documentation. Organize incoming bills with the Construction Manager and maintain proper digital filing. Assist with vendor payments, trade partner documentation, check distribution, and related accounting procedures according to company policy. Help maintain accurate financial records, project cost information, and supporting documentation. Assist finance leadership with higher‑level financial reporting, reconciliations, documentation review, and accounting support as needed. Maintain confidentiality with financial, client, vendor, employee, and company information. HR Administration & Compliance Support HR administration, employee documentation, onboarding, personnel records, and internal compliance processes. Help maintain employee records, staff timesheets, payroll‑related documentation, and internal HR files. Monitor staff timesheets in coordination with the Construction Manager and Vice President of Finance. Assist with employee communication, policy documentation, and company procedure follow‑up. Support HR compliance needs, employee documentation, and administrative requirements related to company operations. Help coordinate onboarding documentation, employee records, and internal personnel processes. Assist leadership with HR‑related tracking, organization, and follow‑up as needed. Vendor, Trade Partner & Compliance Management Collect, organize, and verify trade partner insurance certificates, business licenses, W‑9s, lien waivers, and related documentation. Maintain current trade partner agreements in company systems and appropriate applications. Help ensure Florida Lien Law processes are followed and collect lien waivers as needed. Maintain insurance documentation, including Builders Risk, General Liability, and Workers' Compensation records. Support vendor, subcontractor, and trade partner documentation processes. Maintain customer, project, and construction sub team electronic files and records. Set up project site binders, project directories, and related administrative documentation. Systems, Reporting & Project Documentation Input daily work logs into Construction Online and publish weekly office project reports. Maintain and categorize contacts in Microsoft Office, Outlook, Construction Online, and other company systems. Support project documentation, reporting, and office communication related to active construction projects. Prepare and maintain internal reports that support operations, accounting, HR, and leadership decision‑making. Support company green building initiatives by assisting with required project documentation. Help ensure company systems are accurate, organized, current, and being used effectively. General Administrative Support Handle occasional administrative tasks such as mail, office supplies, phone calls, meeting coordination, company events, and guest visits as needed. Manage the company's general email inbox and route messages or inquiries appropriately. Arrange internal meetings, staff meetings, trade partner meetings, and company events when needed. Coordinate additional company administrative, accounting, HR, and operational activities as needed. Qualifications Minimum 3 years of office management, accounting, bookkeeping, HR administration, or related administrative leadership experience. Experience in construction, residential construction, custom homebuilding, real estate, or a related industry preferred. Experience with QuickBooks required. Experience with Construction Online or similar construction management software preferred. Strong understanding of accounting processes, including accounts payable, accounts receivable, financial documentation, reporting, and transaction tracking. Experience supporting HR administration, employee records, onboarding, compliance documentation, or personnel processes preferred. Familiarity with lien waivers, vendor documentation, insurance certificates, W‑9s, trade partner agreements, and construction‑related administrative processes preferred. Proficiency with Microsoft Office, Outlook, Excel, QuickBooks, and digital file management systems. Strong written and verbal communication skills. Excellent organizational skills and strong attention to detail. Ability to manage multiple priorities, deadlines, systems, and internal requests. Strong problem‑solving skills and ability to improve processes and workflows. Professional, dependable, proactive, and comfortable working closely with ownership and leadership. Ability to maintain confidentiality with financial, employee, client, vendor, and company information. Compensation & Benefits Salary: $65,000-$80,000 per year , based on experience. Performance‑based bonus opportunities. Flexible scheduling. Health insurance contribution. Life insurance. 401(k) with profit sharing. Paid time off and holidays. Career advancement opportunities. Opportunity for advancement and succession planning. Work Schedule Full‑time. In‑office position in Orlando, FL. Education GED required. Experience Mid‑Level. Job Type Full Time. Additional Benefits Paid holidays and PTO. Performance‑based incentives. 401(k) profit sharing. Flexible hours to support work‑life balance. Health insurance contribution. Life insurance. Opportunity for advancement and succession planning. Hardwick General Contracting is an Equal Opportunity Employer. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under applicable law. #J-18808-Ljbffr