Construction Office Manager & QuickBooks Expert

All American Electric LLC; Town of Texas (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

All American Electric LLC is seeking an experienced Office Manager to oversee the administrative, financial, and operational systems with full ownership of QuickBooks Online, AR/AP, job costing, scheduling, and staff supervision. This role is not entry‑level and requires independent work in a fast-moving construction/service environment, ensuring precise financials and organized workflow across the team.

The position emphasizes accountability, structured updates to ownership, and a commitment to

Qualifications

• Minimum 3 years experience in a construction, electrical, HVAC, plumbing, or similar trade office.
• Strong proficiency in QuickBooks Online (intermediate-advanced).
• Strong organizational and multitasking skills.
• Ability to manage high-volume workflows with accuracy.
• Confident, direct communicator capable of maintaining structure.
• Ability to take ownership of role and work independently.
• Strong understanding of job costing and service-industry operations.
• Professional, reliable, punctual, and solutions-oriented.
• Ability to supervise and correct support staff when needed.

Responsibilities

• Maintain and manage QuickBooks Online with accuracy and consistency.
• Daily categorization and reconciliation of bank feeds.
• Upload, match, and organize receipts and statements.
• Manage AR: monitor outstanding invoices, issue reminders, track payments.
• Manage AP: enter vendor invoices, track balances, document due dates.
• Complete job costing and labor cost allocation.
• Track deposits, progress payments, and project-specific financials.
• Prepare weekly financial summaries for ownership.
• Complete monthly financial close procedures.
• Monitor tax liabilities and maintain organized documentation.
• Prepare payroll inputs (payroll processed by owner).
• Maintain job pipeline and work order workflow.
• Match work orders to invoices daily.
• Assist with scheduling of service calls and smaller jobs.
• Conduct estimate follow-up and maintain tracking systems.
• Coordinate materials: logging orders, pricing, returns, and backorders.
• Organize project files, documents, and job notes.
• Prepare work orders and documentation for upcoming jobs.
• Provide structured daily updates to ownership and field leadership.
• Maintain a clean, efficient, and organized office environment.
• Answer inbound calls and schedule service.
• Maintain professional communication standards.
• Send confirmation messages, reminders, and follow-up requests.
• Request reviews post-completion.
• Oversee daily tasks of administrative assistant.
• Provide instructions, checklists, and quality control.
• Ensure assistant remains in appropriate scope of responsibilities.
• Maintain internal communication standards and deadlines.
• Uphold accountability and consistency.

Skills

QuickBooks Online

Job costing

Office management

Multitasking

Independent work

Supervision

Communication

Job description

All American Electric LLC is seeking an experienced Office Manager to oversee the administrative, financial, and operational systems with full ownership of QuickBooks Online, AR/AP, job costing, scheduling, and staff supervision. This role is not entry‑level and requires independent work in a fast-moving construction/service environment, ensuring precise financials and organized workflow across the team.

The position emphasizes accountability, structured updates to ownership, and a commitment to