Office Manager

Administrative Professional

We are seeking a highly organized and detail-oriented administrative professional to support office operations, accounting functions, HR processes, and documentation management. This role requires a proactive individual who can manage multiple responsibilities while maintaining accurate records, coordinating with vendors, and supporting leadership with day-to-day operational needs.

Key Responsibilities

• Maintain organized digital and physical records, including contracts, project documentation, and operational files.
• Process vendor invoices, verify documentation, and issue payments while tracking accounts payable and accounts receivable.
• Generate customer invoices, monitor payment status, and manage aging reports to ensure timely collections.
• Reconcile bank and credit card statements and assist with preparation of financial reports including profit and loss summaries and balance sheets.
• Support payroll processing and assist with employee benefits administration.
• Manage onboarding and offboarding processes, including new hire paperwork, background checks, and maintaining confidential employee records.
• Track permits, documentation, contracts, and other operational records to ensure compliance and accuracy.
• Assist with contract preparation and tracking for vendors, subcontractors, and operational agreements.
• Serve as a primary point of contact for vendors, contractors, and external partners to coordinate documentation and services.
• Maintain office operations including supply inventory, vendor relationships, and general administrative support.
• Assist leadership with administrative tasks, reporting, documentation, and special projects as needed.

Qualifications

• 35+ years of experience in office administration, bookkeeping, or operations support, preferably within construction, real estate, or a similar industry.
• Proficiency with Microsoft Excel and accounting software such as QuickBooks or similar systems.
• Strong organizational, multitasking, and communication skills.
• Ability to manage confidential information with professionalism and discretion.
• High school diploma required; additional education or certifications are a plus.
• Bilingual Spanish and notary certification (or willingness to obtain) are a plus.