Full Charge Bookkeeper/Office Manager

1.0 Purpose

Overview: The Office Manager oversees daily administrative operations, supports internal departments, and ensures the office functions efficiently and professionally. This role manages clerical staff, coordinates purchasing and invoicing support, maintains regulatory and personnel records, and acts as the administrative liaison across project teams, accounting, and executive leadership. In a structural steel environment, the Office Manager must also understand project documentation workflows, safety record keeping, and vendor coordination.

• Job Type: Full-time / Salary
• Pay Range: $30.00-38.00/hr DOE
• Location: On-Site / In-Person
• Schedule: Monday - Friday, 8:00 - 5:00pm
• Supervisor: President

2.0 Key Responsibilities

• Supervise administrative staff and coordinate daily office operations.
• Manage all inbound phone calls, emails, correspondence, and customer/vendor inquiries.
• Serve as the primary administrative liaison between management, employees, customers, vendors, subcontractors, and external agencies.
• Support executive leadership with scheduling, reporting, document preparation, and administrative projects.
• Coordinate and support internal and external audits and maintain audit-ready documentation.
• Perform Full Charge Bookkeeper functions, maintaining accurate financial records and supporting company financial operations.
• Process accounts payable, including receipt, coding, entry, and payment of vendor invoices.
• Manage accounts receivable activities, including customer invoicing, collections, payment applications, and account reconciliation.
• Maintain all job contracts, change orders, billing records, and supporting documentation.
• Assist with month-end and year-end closing activities.
• Perform account reconciliations and maintain supporting schedules.
• Maintain accurate accounting records and ensure accounting transactions are entered timely and kept current.
• Demonstrate a solid understanding of double-entry accounting principles and how accounting transactions impact financial statements.
• Manage payroll processing and provide all necessary payroll input data, including Certified Payroll and related functions as needed.
• Review payroll records for accuracy and completeness.
• Coordinate employee payroll records, deductions, garnishments, benefits, and related documentation.
• Maintain confidentiality of payroll and personnel information.
• Maintain digital and physical records for accounting, payroll, contracts, personnel, and business operations.
• Ensure all accounts payable, accounts receivable, payroll, and business records are accurately maintained and filed in the company Drive.
• Maintain current and organized records to ensure information remains up-to-date and readily accessible.
• Track, maintain, and coordinate renewals of company licenses, certifications, registrations, insurance documents, and employee credentials.
• Support compliance with company policies, regulatory requirements, and record retention practices.
• Maintain project-related financial records and support contract administration activities.
• Assist with tracking project costs, job billing, change orders, and contract documentation.
• Support management with work-in-process (WIP) reporting and other construction accounting requirements.
• Coordinate with Project Managers regarding project financial documentation and billing requirements.
• Assist with project submittals, documentation logs, and administrative project support as needed.
• Oversee office maintenance, office equipment, and service contracts.
• Coordinate vendors, service providers, and office suppliers.
• Monitor office supply inventory and authorize purchases within approved budgets.
• Support vendor onboarding and maintain vendor records.

3.0 Skills & Qualifications

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and Google (Drive, Sheets, Docs, Gmail).
• Experience with accounting software; QuickBooks Online experience preferred.
• Experience with accounts payable, accounts receivable, payroll processing, invoicing, and financial reporting.
• Knowledge of eCPR submissions and compliance reporting preferred.
• Strong understanding of double-entry accounting principles, account reconciliations, and financial statement impacts.
• Basic understanding of construction accounting and work-in-process (WIP) reporting preferred.
• Excellent organizational, analytical, and time-management skills.
• Ability to maintain accurate and current records with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and ability to work effectively with internal staff, customers, vendors, auditors, subcontractors, and regulatory agencies.
• Ability to work independently while contributi…