Construction Office Manager, Bookkeeper & HR Coordinator

Greenwoodscchamber; Greenwood (SC); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Greenwoodscchamber is seeking an experienced, highly analytical Office Manager in Greenwood, SC to oversee daily financial operations, project cost tracking, payroll, and tax filings for a 20-employee construction team. The role demands expert QuickBooks and Excel skills and strong HR administration.

You will manage vendor relations, contract administration, and construction billing, while ensuring compliance with insurance audits and regulatory requirements.

Qualifications

• 3–5 years of experience as Office Manager or Bookkeeper in construction (Residential or Commercial).
• Advanced proficiency in QuickBooks (Desktop or Online) and Microsoft Excel.
• Experience tracking material logistics, managing Purchase Orders, and reconciling delivery tickets.
• HR administration, onboarding, and benefits enrollment experience.
• Experience reconciling multiple bank/credit card statements and identifying accounting errors.
• Experience completing corporate credit applications and managing vendor terms.
• Experience in contract administration, change orders, and construction compliance (lien waivers, COIs).
• Preparation and filing of quarterly payroll taxes and year-end W-2/1099 forms.

Responsibilities

• Manage Accounts Payable and Accounts Receivable in QuickBooks, coding expenses to the correct job and cost code.
• Reconcile monthly bank accounts and company credit cards; analyze discrepancies and variances.
• Oversee HR processes including onboarding, I-9, W-4, and benefits enrollment.
• Run weekly job-costed payroll for 20 employees and file quarterly payroll tax reports (Form 941, state unemployment, workers' comp).
• Manage owner/subcontractor contracts and vendor POs; track changes and align with project billings.
• Prepare and manage Cost-Plus and Lump-Sum billing statements with retainage.
• Reconcile year-end W-2s and 1099s for employees and subcontractors.
• Set up new vendor accounts and secure terms for materials; manage COIs and W-9s for audits.
• Place material orders, track shipments, and match delivery tickets to invoices.
• Screen initial inquiries from prospective clients using a questionnaire before passing leads to project managers.
• Collect COIs and W-9s; track payroll risk codes for insurance audits.

Skills

Advanced Excel

Analytical thinking

Attention to detail

Verbal communication

HR administration

Education

High School Diploma

Tools

QuickBooks

Microsoft Excel

Job description

Location: Greenwood, SC (In-office)
Job Type: Full-Time
Company Size: 20 employees
Projects: Residential Custom Homes & Commercial Construction

Position Overview

We are a growing construction company in Greenwood, SC, specializing in high-end residential custom homes and commercial projects. We are seeking an experienced, highly analytical Office Manager to handle our daily financial operations, project material tracking, contract administration, vendor relations, client screening, job costing, payroll, insurance compliance, and tax filings for our 20-employee team. The ideal candidate has deep expertise in QuickBooks, Excel, material logistics, employment regulations, and construction workflows.

Key Responsibilities

• Job Costing & Bookkeeping: Manage Accounts Payable and Accounts Receivable in QuickBooks, ensuring all expenses, labor, and materials are coded to the correct job and cost code.
• Account Reconciliation & Analysis: Reconcile monthly bank accounts and company credit cards in QuickBooks. Analyze financial discrepancies, trace missing receipts, and resolve variances between estimated job costs and actual spending.
• Human Resources & Benefits Administration: Manage the employee lifecycle including onboarding new hires (Form I-9, W-4, E-Verify), maintaining secure personnel files, and serving as the primary point of contact for company benefits (health insurance, simple IRA, etc.).
• Payroll & Quarterly Tax Filings: Run weekly job-costed payroll for 20 employees. Prepare and file quarterly payroll tax reports (Form 941, state unemployment, and workers' compensation filings).
• Contract Administration: Manage the lifecycle of owner contracts, subcontractor agreements, and vendor purchase orders. Track fully executed contracts, manage change orders, update total contract values, and ensure all terms align with project billings.
• Construction Billing: Prepare and manage accurate Cost-Plus billing statements and Lump-Sum Progress Billings (AIA style) with retainage.
• Year-End Tax Processing: Reconcile, print, and file annual W-2 forms for employees and 1099-NEC/1099-MISC forms for subcontractors and vendors.
• Vendor Setup & Credit Management: Set up new vendor accounts by completing credit applications, coordinating with supplier credit departments, and checking payment terms to secure trade credit lines for materials.
• Material Procurement & Tracking: Assist project managers by placing material orders with suppliers, tracking shipping/delivery schedules, and matching delivery tickets against original invoices to ensure order accuracy.
• Initial Client Screening: Serve as the company gatekeeper by taking initial inquiries from prospective custom home and commercial clients. Screen them using a set questionnaire (checking budget, timeline, location, and blueprints) before passing qualified leads to project managers.
• Audit & Subcontractor Compliance: Collect and track subcontractor Certificates of Insurance (COI) and W-9s. Track payroll risk class codes for seamless annual General Liability and Workers' Compensation insurance audits.

Required Qualifications

• Minimum 3–5 years of experience as an Office Manager or Bookkeeper specifically in the construction industry (Residential or Commercial).
• Advanced proficiency in QuickBooks (Desktop or Online) and Microsoft Excel.
• Proven experience tracking material logistics, managing Purchase Orders, and reconciling delivery tickets.
• Strong analytical and problem-solving skills with a high level of attention to detail.
• Proven experience in HR administration, employee onboarding, and benefits enrollment.
• Proven experience reconciling multiple bank/credit card statements and tracking down accounting errors independently.
• Proven experience completing corporate credit applications and managing vendor terms.
• Strong verbal communication skills for screening clients and professional phone etiquette.
• Proven experience in contract administration, managing change orders, and handling construction compliance (lien waivers, COIs).
• Direct experience preparing and filing quarterly payroll taxes and year-end W-2 and 1099 forms.
• Proven experience preparing for and managing General Liability and Workers' Compensation insurance audits.

Additional Requirements

Due to the financial responsibilities of this position, including managing company accounts, corporate credit applications, and sensitive financial data, all potential applicants will be subjected to a comprehensive background check and credit report screening as part of the hiring process.

Additional Info

Job Type : Full-Time

Education Level : High School

Experience Level : Mid to Senior Level

Job Function : Administrative, Customer Service, Finance