Office Manager - Construction

Job description

**Position Summary** The Office Manager / Bookkeeper is responsible for the day-to-day execution of the accounting, financial reporting, and office administration functions for Steeple Town Enterprises and its related entities. This is a full-time, on-site position of 40 hours per week, reporting directly to the Owner. ### Qualifications **Accounting & Bookkeeping** **Accounts Payable** - Maintain accurate and current Accounts Payable records in Sage 50 for each company entity. - Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry. - Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation. **Accounts Receivable & Collections** - Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff. - Record cash receipts according to established procedures and prepare bank deposits as needed. - Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required. - Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections. - Escalate past-due accounts and billing disputes to the Owner promptly. **General Ledger & Reconciliations** - Record and reconcile daily financial transactions - Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities. - Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format. - Identify and resolve discrepancies, and escalate concerns to the Owner as needed. **Payroll Support** - Assist with payroll processing, including collecting and verifying employee time records. - Ensure payroll is processed accurately and on time and is properly recorded in the accounting system. - Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners. **Cash Flow, Budgeting & Forecasting** - Prepare and maintain the weekly cash flow report. - Support budget preparation and forecasting activities with the Owner and external partners. - Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs. **Job Cost & Overhead Reporting** - Ensure project expenses, receipts, and invoices are coded accurately to jobs. - Prepare labor burden and overhead absorption reporting as directed. - Support the Owner and Project Manager with job cost information as requested. **Office Management & Administration** **Front Office & Customer Communication** - Answer the telephone and greet visitors professionally, providing information and relaying messages. - Route matters requiring action to the appropriate person and follow up to ensure completion. - Return all calls and messages within one business day, and within two hours whenever possible. **Customer & Lead Records** - Log incoming leads in Pipedrive or the company-designated system and assign job numbers. - Maintain accurate customer, lead, and vendor information in company systems. - Maintain organized customer and company files, both electronic and paper, that are readily accessible.