Construction Billing & Office Manager

Job Description

The Specialized Recruiting Group is hiring a Construction Billing & Office Manager for a commercial flooring and tile contractor in Charlotte. See the details below and apply/reach out with your inerest.

Overview

We are a high-volume commercial flooring and tile contractor seeking a sharp, detail-oriented Construction Billing & Office Manager to help keep our operations running smoothly.

The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced commercial construction environment. Experience with AIA progress billing is strongly preferred , along with a solid understanding of construction contracts, lien waivers, insurance requirements, and subcontractor coordination.

If you enjoy being the person who keeps the office organized, deadlines on track, and the team supported, we’d love to hear from you.

Key Responsibilities

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• Manage Accounts Payable and Accounts Receivable (AP/AR)
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• Prepare and manage AIA progress billing
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• Organize and oversee daily office operations and procedures
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• Ensure invoices and payments are processed accurately and on time
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• Maintain contracts, lien waivers, insurance documentation, and subcontractor records
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• Coordinate office maintenance, repairs, supplies, equipment, mail, and general administrative needs
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• Order office supplies, stationery, and equipment
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• Coordinate with IT regarding office equipment, hardware, and software
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• Manage relationships and contract/price negotiations with office vendors and service providers
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• Liaise with facility management vendors, including cleaning, catering, and security services
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• Manage the office General & Administrative budget and ensure accurate, timely reporting
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• Partner with HR to update and maintain office policies and procedures
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• Assist with onboarding new employees
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• Respond to employee questions regarding office management, supplies, equipment, software, and travel arrangements
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• Serve as a key communication hub for the team
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• Handle general office management duties, including errands and other administrative responsibilities as needed
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Qualifications & Experience

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• Previous office management experience in the construction industry , preferably commercial construction
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• Strong understanding of AIA billing and progress billing
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• Experience with AP/AR
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• Familiarity with construction contracts, lien waivers, insurance requirements, and subcontractors
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• Accounting and payroll experience is a major plus
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• Notary certification is helpful but not required
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• Comfortable using construction management/accounting software and Microsoft Office
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• Exceptional organizational and time-management skills
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• Ability to manage multiple priorities and deadlines in a high-volume environment
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• Strong communication and interpersonal skills
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• Proactive, resourceful, and solution-oriented approach
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• High attention to detail and accuracy
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What We Offer

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• Competitive pay based on experience
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• 401(k) matching
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• Health insurance
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• Paid time off (PTO)
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• Opportunities for professional growth and advancement
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• The opportunity to join a growing company in the commercial flooring and tile industry
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