Office Manager

Job Description

Job Description

We are looking for an organized Office Manager to support construction-related operations and keep projects moving efficiently. This contract opportunity with potential for a permanent role is ideal for someone who combines strong administrative skills with experience handling billing, documentation, and day-to-day coordination across multiple stakeholders. The role will help maintain project flow by supporting communication, financial processing, and office operations in a fast-paced utilities and infrastructure environment.

Responsibilities:
• Coordinate daily administrative activities that support active construction projects and office operations.
• Organize and maintain records such as contracts, permits, change documentation, and other project files to ensure accuracy and accessibility.
• Monitor project timelines, key milestones, and upcoming deadlines, helping teams stay on schedule.
• Serve as a central point of communication for project managers, field personnel, subcontractors, vendors, and clients.
• Prepare meeting materials, capture discussion notes, and distribute next steps to keep assignments on track.
• Assist with project launch and closeout activities, including compiling final documentation and turnover packages.
• Track compliance items such as insurance certificates, lien waivers, and subcontractor documentation.
• Process invoices, support customer billing, review payment activity, and help resolve discrepancies with vendors.
• Contribute to budget and cost monitoring by updating financial records, assisting with payroll-related documentation, and preparing reports for leadership.• Experience in office administration, project coordination, or operational support within a construction, utilities, or infrastructure setting.
• Working knowledge of accounts payable, billing processes, and general financial recordkeeping.
• Ability to manage multiple priorities, maintain organized documentation, and meet deadlines in a fast-moving environment.
• Strong communication skills with the ability to interact professionally with internal teams, clients, subcontractors, and suppliers.
• Proficiency in standard office systems and business software used for document management, reporting, and administrative support.
• Experience handling reception or front-office responsibilities, including supply oversight and general office coordination.
• High attention to detail when reviewing invoices, tracking documentation, and maintaining accurate project records.