Civil Construction Office Manager

Position Overview:
We are looking for a highly organized and detail-oriented Office Manager to oversee Accounts Payable (AP), Accounts Receivable (AR), and Payroll functions for our civil construction projects, specifically in the wet utilities sector. This role is crucial for ensuring smooth office operations, accurate financial recordkeeping, and compliance with company policies. The ideal candidate will have a strong background in construction accounting, excellent communication skills, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities:

• Accounts Payable (AP):

  • Process vendor invoices, ensuring they are accurate, properly approved, and paid on time.
  • Maintain relationships with vendors to resolve any discrepancies and ensure timely payments.
  • Reconcile AP statements and ensure all outstanding invoices are tracked and cleared.
  • Monitor cash flow and ensure adequate funds are available for vendor payments.

• Accounts Receivable (AR):

  • Manage customer invoicing, ensuring all work completed is accurately billed according to contract terms.
  • Track payments, follow up on overdue invoices, and assist with collections when necessary.
  • Prepare and maintain AR aging reports for management review.
  • Coordinate with project managers to ensure timely invoicing for completed work.

• Payroll Management:

  • Process weekly, bi-weekly, or monthly payroll for all employees, ensuring accuracy and compliance with company policies and local/state/federal regulations.
  • Maintain accurate records of employee hours, overtime, bonuses, and deductions.
  • Handle payroll taxes, including filing and reporting.
  • Respond to employee payroll inquiries and resolve issues in a timely manner.

• Office Administration:

  • Manage general office duties including filing, organizing records, and maintaining office supplies.
  • Provide administrative support to management and project teams as needed.
  • Ensure office policies and procedures are followed, maintaining a smooth workflow.
  • Assist with preparing and submitting reports, documentation, and compliance forms.

• Reporting and Reconciliation:

  • Prepare regular financial reports (AP, AR, and Payroll) for management review.
  • Reconcile bank accounts and credit card statements.
  • Support internal and external audits by providing required documentation and financial records.
  • Assist with month-end and year-end closing processes.

• Compliance & Regulations:

  • Ensure adherence to all federal, state, and local tax regulations, including proper tax withholding and reporting for payroll.
  • Stay updated on changes in tax laws and regulations affecting the construction industry.
  • Maintain confidentiality and secure handling of all financial information.

Qualifications:

• Experience:

  • Minimum of 3-5 years of experience in office management or accounting, with a focus on Accounts Payable, Accounts Receivable, and Payroll functions.
  • Experience in the construction or civil engineering industry, particularly in wet utilities, is highly preferred.

• Skills:

  • Strong knowledge of accounting principles and construction industry-specific accounting practices.
  • Proficient in accounting software (e.g., QuickBooks, Procore, Viewpoint) and Microsoft Office Suite (Excel, Word, Outlook).
  • Exceptional organizational skills and attention to detail.
  • Excellent written and verbal communication skills.
  • Strong ability to manage time effectively, prioritize tasks, and meet deadlines.

• Certifications:

  • Certification in accounting (e.g., CPA, CMA) or payroll processing (e.g., FPC or CPP) is a plus, but not required.
  • OSHA or other construction safety certifications are an added benefit.

• Personal Attributes:

  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and initiative.
  • High level of integrity and ability to maintain confidentiality.
  • Ability to work in a fast-paced, deadline-driven environment.