Office Manager/Bookkeeper

Job Summary

We are seeking an in-office highly organized and detail-oriented Office Manager/Bookkeeper to join our team! This vital role combines efficient office management with accurate financial record-keeping, ensuring smooth daily operations and reliable bookkeeping. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills. This individual will serve as a key administrative resource for leadership, project managers, vendors, subcontractors, and clients while ensuring office processes run efficiently and professionally. You will serve as the first point of contact for visitors and clients, manage administrative tasks, handle bookkeeping responsibilities, and support overall office functionality. Your energy and enthusiasm will contribute to a positive work environment where organization and customer service thrive.

The ideal candidate is proactive, adaptable, and thrives in a fast-paced environment. We are looking for someone with a positive, 'Yes, I can' attitude who takes ownership of their responsibilities, enjoys solving problems, and is committed to providing exceptional internal and external customer service.

Duties

Administrative & Office Operations

• Provide administrative support to company leadership, project managers, superintendents, and office staff.
• Answer and direct incoming phone calls professionally.
• Manage office correspondence, calendars, scheduling, and meeting coordination.
• Maintain electronic filing systems and company records.
• Assist with document preparation, data entry, reports, and administrative projects.
• Order and maintain office supplies and equipment.
• Support company meetings, trainings, and special events.

Vendor & Subcontractor Management

• Serve as a primary point of contact for vendors and subcontractors.
• Coordinate onboarding of new vendors and subcontractors.
• Collect, review, and maintain Certificates of Insurance (COIs), W-9s, and required compliance documentation.
• Maintain accurate vendor records within company systems and assist with yearly audit.
• Assist vendors with questions regarding documentation, invoicing, and project requirements.
• Foster positive working relationships with subcontractors and supplier partners.

Accounting & Financial Support

• Process, code, and organize vendor invoices.
• Assist with invoice tracking and payment documentation.
• Support accounts payable functions and vendor account reconciliation.
• Maintain accurate financial records and documentation.
• QuickBooks experience strongly preferred.
• Assist with reporting and administrative accounting functions as needed.

Project & Operations Support

• Update and maintain project information within Buildertrend and other company systems.
• Assist project managers and superintendents with administrative project support.
• Monitor project documentation for completeness and accuracy.
• Help coordinate communication between office staff, field teams, vendors, and clients.

Requirements

• Proficiency in QuickBooks for bookkeeping tasks and Microsoft Office Suite (Word, Excel, Outlook)
• Excellent computer literacy, strong organizational and time management skills.
• Strong customer service skills with professional phone etiquette and interpersonal communication abilities
• Clerical experience involving data entry, filing systems, proofreading documents, and managing schedules
• Construction, property management, or general contracting experience preferred
• Ability to multitask efficiently while maintaining attention to detail in a fast-paced environment
• Must be professional and dependable

Join us in creating an energetic workplace where organization meets exceptional service! This position offers an exciting opportunity to develop your skills across office management and bookkeeping while supporting a vibrant team dedicated to excellence.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person