Office Manager

Position Summary

The Office Manager serves as the primary leader of VMA Electric's administrative infrastructure, with financial management as the core of the role, owning QuickBooks Online reporting, invoicing, AR/AP, and payroll accuracy while also ensuring seamless back-office operations across all divisions. This role is responsible for the end-to-end lifecycle of construction permits, company-wide compliance, and the delivery of accurate financial and payroll data. By supervising the office staff, the Office Manager builds the scalable systems necessary to support VMA's growth toward $10M+ in annual revenue.

About VMA Electric

VMA Electric is a family-owned electrical contracting company built on the belief that great work and great people go hand in hand. We serve Central Massachusetts and we are growing fast. Our mission is simple: deliver electrical services so good that our customers never have to look anywhere else, while building a team where every person has a real path to personal, professional, and financial growth. We dont just talk about culture we hire for it, reward it, and hold each other to it every day. Youre a person here, not a number. Our core values arent wall art. They drive every decision we make: we are Customer-Focused, Results-Driven, Process-Driven, and Collaborative and we only bring on people who are all four.

Performance Objectives

Listed in order of significance. These objectives define the specific work, key tasks, and duties that direct this role toward achieving the companys most important business goals.

• Own daily financial management in QuickBooks Online, including full-cycle bookkeeping, financial reporting, and partnering with department heads to hold budgets to a healthy standard
• Execute the full invoicing cycle within three business days of job completion to ensure consistent cash flow
• Monitor aging reports to keep outstanding receivables at or below 30 days, escalating accounts before they reach 45 days
• Audit and submit payroll every Monday with zero errors, verifying all field hours in KonstructIQ and ServiceTitan
• Ensure all construction permits are filed accurately and on time, preventing any delays in project start dates
• Maintain a zero-lapse company compliance calendar covering licenses, insurance, and regulatory deadlines
• Provide daily direction and accountability for the AP/AR Specialist through performance check-ins
• Deliver a weekly financial and administrative status report to the Owner every Friday covering QuickBooks reporting, billing, AR, and compliance
• Identify and document improvements in financial and administrative workflows to maintain audit-ready records

Key Competencies

The following competencies reflect the knowledge, skills, and abilities required to succeed in this role and within VMA Electrics culture.

• Advanced, hands-on proficiency in QuickBooks Online for full-cycle bookkeeping, invoicing, AR/AP tracking, financial reporting, and payroll coordination
• Strong financial management acumen able to read and interpret budgets, financial reports, and cash flow, and flag issues before they become problems
• Builds documented, repeatable office and financial systems that do not rely on informal habits
• Catches errors in financial reporting, permit filings, invoicing, and payroll before they reach external stakeholders
• Addresses performance issues early and develops direct reports toward increasing responsibility
• Comfortably directs and audits AI tools as a core component of daily administrative and financial work
• Maintains a working familiarity with construction permitting and municipal inspection requirements
• Successfully navigates multiple overlapping financial, operational, and compliance deadlines
• Produces concise, data-supported financial and operational reports for ownership without requiring follow-up

Education & Experience

• High school diploma or GED required; Associate's or Bachelor's degree in Accounting, Finance, or Business Administration a strong plus
• Minimum 3 years of hands-on QuickBooks experience required must be an advanced, working user, not a learner
• Minimum 3 years of experience in financial management, bookkeeping, or accounting support required
• Minimum 3 years of office management or administrative leadership experience required
• Direct experience managing billing, AR/AP, permitting, or compliance functions strongly preferred
• Prior experience supervising at least one direct report required
• Experience in the construction, trades, or electrical contracting industry is a significant advantage
• Proficiency in ServiceTitan or comparable construction CRM is a benefit
• Experience operating or managing AI-based workflow tools preferred
• Familiarity with permitting platforms and document management systems is a plus