Office Manager-AIA

Office Manager (AIA Construction Billing) Location: Greater Newark, DE Area. A growing construction organization is seeking an experienced Office Manager with AIA construction billing experience to join its team. This role supports project operations, accounting and leadership while ensuring accurate and timely billing across multiple active construction projects. The company offers a stable, long-tenured environment with strong growth potential and a proactive approach to succession planning. This is a key position with high visibility and direct impact on project financial performance and operational efficiency. Position Summary The Office Manager will manage the full construction billing cycle, including AIA billing, progress billing, change orders, retainage tracking, lien waivers, and project invoicing. The role also provides administrative and operational support across project teams and accounting functions to ensure smooth day-to-day workflow. The role works closely with Project Managers and Accounting to ensure accuracy, compliance, and timely processing of billing and project documentation. Key Responsibilities Prepare and submit AIA billings and progress billings. Generate customer invoices and maintain billing schedules. Review contracts, purchase orders, and project documentation for billing accuracy. Track and process change orders, retainage, and contract modifications. Prepare and manage lien waivers and supporting documentation. Monitor project billing status and outstanding receivables. Partner with Project Managers to reconcile billing and project costs. Assist with project closeouts and final billing. Maintain accurate records within accounting and project management systems. Respond to billing inquiries and resolve discrepancies. Support month-end reporting and project financial reviews. Provide general office and operational support to project and accounting teams. Qualifications 3+ years of AIA construction billing experience. Construction industry experience required. Experience supporting multiple Project Managers or field teams. Strong understanding of progress billing, retainage, and change orders. Proficiency in Microsoft Excel. Strong organizational and communication skills. Ability to manage multiple priorities in a deadline-driven environment. Strong attention to detail and problem-solving skills. Preferred: Experience in commercial or specialty construction. Preferred: Electrical or mechanical contracting background. Preferred: Job costing and project accounting experience. Preferred: ERP or construction accounting software experience. Preferred: Office administration or operations support experience. Compensation and Benefits Base Salary: $70,000 - $100,000 per year. 401(k) with employer match. Comprehensive health benefits. Paid time off. Career growth opportunities within a stable and growing organization. #J-18808-Ljbffr Brian Conroy | Finance Transformation & Interim Leadership