Office Manager

Bedard Controls, Inc.; California (MO); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Paid time off

401(k) with profit sharing

Collaborative work environment

Job summary

Bedard Controls, Inc. is seeking an Office Manager to lead administrative, financial, and operational functions within a construction/automation setting.

You will supervise the Contract Administration team, manage payroll and HR tasks, handle AP/AR, and ensure compliance across licenses and registrations. You will also oversee inventory, procurement, and project cost tracking, coordinating with service and project teams to maintain timely invoicing and accurate billing.

Qualifications

• 3–5 years of experience in office management, administrative leadership, or financial operations.
• Experience supervising staff or departmental teams.
• Strong working knowledge of construction/project accounting software.
• Experience with union payroll, AIA billing, and multi-state tax reporting.

Responsibilities

• Oversee the Contract Administration department on a day-to-day basis and ensure deadlines are met.
• Collaborate with Service Department to ensure accurate invoicing and material availability.
• Coordinate with project managers and field teams to provide aligned administrative support.
• Train and mentor administrative staff to improve efficiency and accuracy.
• Manage inventory tracking and ensure timely material ordering and correct job assignment.
• Process weekly payroll, including union and non-union employees and related tax filings.
• Administer employee onboarding and benefits enrollment (health, 401(k)).
• Handle vendor invoices, payments, and 1099s; ensure data entry accuracy in CE or related system.
• Generate monthly AIA billings and support collections; ensure lien releases are filed.
• Maintain CUPCCAA applications, DSLE registrations, licenses, and insurance renewals.
• Assist with audits and tax filings; update payroll tax rates and year-end processes.
• Update payroll and work order numbering for each new year; maintain internal reports.

Skills

Leadership

Communication

Organizational skills

Problem-solving

Multitasking

Tools

Construction accounting software

Payroll software

Job description

Position Overview

The Office Manager is responsible for managing a wide range of administrative, financial, and operational functions. This includes supervising the Contract Administration department, supporting payroll and HR functions, managing accounts payable/receivable, maintaining compliance tasks, and ensuring the service department has the resources it needs. The role also includes inventory management and oversight of procurement to ensure that materials are ordered, tracked, and correctly assigned to projects. This role requires excellent leadership, communication, and multitasking skills with a strong background in office and financial operations—ideally within a construction, engineering, or automation setting.

Key Responsibilities

Team Oversight & Collaboration

• Provide day-to-day oversight of the Contract Administration department, ensuring tasks and deadlines are met
• Work closely with the Service Department to ensure accurate and timely invoicing, and verify required materials are on hand
• Collaborate with project managers and field teams to ensure administrative support aligns with project needs
• Train, mentor, and support administrative team members to improve efficiency and accuracy

Inventory & Job Costing Support

• Manage inventory tracking, ensuring products are ordered promptly and assigned to appropriate jobs
• Maintain accurate inventory records in coordination with the service and project teams
• Ensure product deliveries align with job timelines and billing schedules

Payroll & Employee Administration

• Process weekly payroll, including union and non-union employees
• Administer federal and state payroll taxes (weekly and quarterly) and filings (941, DE9, FUTA, SUI)
• Submit W-2s, complete year-end tax prep, and manage employment verification
• Administer employee onboarding and benefit enrollments (health insurance and 401(k))
• Maintain and update union wage rates per contract terms

Accounts Payable & Vendor Relations

• Manage vendor invoices and payments
• Prepare and issue 1099s
• Ensure timely and accurate data entry into CE or similar system

Accounts Receivable & Billing

• Generate monthly AIA billings for contract work
• Ensure lien releases are submitted appropriately
• Support collections and ensure outstanding invoices are followed up

Corporate Compliance & Renewals

• Maintain up-to-date CUPCCAA applications and DSLE registration (Public Works)
• Complete Statement of Qualification forms
• Renew contractor’s license, business licenses, general liability, workers' comp, and G/L insurance

insurance

• Submit OSHA 300 reports and manage public works reporting requirements

Audit & Tax Support

• Provide documentation and support during union, GL, workers’ comp, and sales tax audits
• Manage monthly and quarterly sales tax filings and payments

Annual Responsibilities

• Update payroll tax rates and benefit accruals in CE
• Update quote and work order numbering for the new year
• Prepare and submit the annual 401(k) census
• Maintain and update internal reports, including the commission tracking spreadsheet

Qualifications & Requirements

• 3–5 years of experience in office management, administrative leadership, or financial operations
• Experience supervising staff or departmental teams
• Strong working knowledge of construction/project accounting software
• Experience with union payroll, AIA billing, and multi-state tax reporting
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple responsibilities in a deadline-driven environment

Preferred Skills

• Background in construction, contracting, or building automation
• Familiarity with union contracts and public works requirements
• Working knowledge of OSHA reporting, CUPCCAA, and DSLE compliance
• Experience with inventory or procurement systems
• 3–5 years of experience in office management, administrative leadership, or financial operations

Compensation & Benefits

Bedard Controls offers a competitive compensation package based on experience and qualifications.

We are an equal opportunity employer and welcome applicants from all backgrounds.

• Comprehensive medical, vision, and dental insurance plans
• Paid vacation time and paid sick leave
• Competitive 401(k) retirement plan with company profit sharing
• Supportive and collaborative work environment