Construction Office Manager

Liberty Personnel Services, Inc.; Jersey City (NJ); On-site; USD 60,000 - 75,000; Full time

Job summary

Liberty Personnel Services, Inc. in Jersey City, NJ seeks an organized administrative professional to support compliance and project documentation.

The role acts as a hub between project teams, field personnel, subcontractors, and the office to ensure accurate records for billing and regulatory compliance. You will manage COI requests, timecards, invoicing assistance, and documentation upkeep for multiple active and closed projects while coordinating with HR, payroll, and accounting to keep

Responsibilities

• Compliance Tracking: request and track COI, lien waivers, and other compliance documentation to meet company and legal requirements.
• Project Documentation: assist with preparing contracts, subcontracts, and change orders and maintain documentation by project.
• Communication Hub: serve as primary point of contact; answer phones and manage professional email, prepare reports, and assist with general office correspondence.
• Invoicing & Budget Tracking: assist with job cost tracking support, documentation review, and reconciliation activities; support accounts payable processes.
• General Administration: maintain organized electronic and physical filing systems for active and closed projects.
• Bid Support: anchor for the estimating team, track and organize bid documents, ensure a compliant on-time proposal.
• Timecard Management: assist with timecard collection, verification, and correction prior to payroll processing.
• Certified Payroll: prepare weekly payroll documentation for prevailing wage and certified payroll compliance; monitor subcontractor labor compliance.
• Accounting Support: coordinate with Accounting to ensure project and compliance documentation align with billing and payroll requirements.
• Human Resource Support: act as coordination point between field staff, HR, and payroll for administrative needs.

Job description

This position serves as a key liaison between project teams, field personnel, subcontractors, and internal personnel to ensure accurate records and regulatory compliance. The ideal candidate will be highly organized, detail-oriented, and a resourceful self-starter who brings a “figure it out” attitude. This role requires a strong communicator who enjoys building productive relationships.

As the hub of our operations, your role is to ensure that field personnel have the information and resources they need while gathering and documenting what the office requires for billing and compliance.

Key Responsibilities

• Compliance Tracking: request and track Certificates of Insurance (COI), lien waivers, and other compliance documentation to meet company and legal requirements.
• Project Documentation: Assist with preparing critical construction documents including contracts, subcontracts, and change orders as well as maintaining this documentation by project.
• Communication Hub: Serve as the primary point of contact; answer phones and manage professional email correspondence, prepare reports, and assist with general office correspondence.
• Invoicing & Budget Tracking: Assist with job cost tracking support, documentation review, and reconciliation activities as needed. Support accounts payable processes by ensuring proper documentation is complete and approved.
• General Administration: Maintain organized electronic and physical filing systems for active and closed projects.
• Bid Support: Serve as anchor for the estimating team, track and organize bid documents, and ensure a professional, compliant, and on-time proposal.
• Timecard Management: Assist with timecard collection, verification, and correction prior to payroll processing.
• Certified Payroll: Prepare documentation to submit to payroll processor weekly for prevailing wage and certified payroll compliance requirements projects. This includes verifying labor classifications, tracking fringe benefits, and uploading reports to portals. Also monitor subcontractor labor compliance and follow up on any deficiencies.
• Accounting Support: Coordinate with Accounting to ensure project and compliance documentation aligns with billing and payroll requirements. Assist with job cost tracking support, documentation review, and reconciliation activities as needed.
• Human Resource Support: Serve as point of coordination between field staff, HR, and payroll for administrative needs.