Office Manager

Stuart Dean Company; Chicago (IL); On-site; USD 80,000 - 100,000; Full time

Job summary

Stuart Dean Company in Chicago seeks an experienced Office Manager to lead daily operations, supervise office staff, and support HR and financial activities. You will coordinate administrative tasks, manage communications, and ensure efficient office workflows in a fast-paced environment.

The role emphasizes accuracy, organization, and adherence to safety and payroll practices, with collaboration across HR and finance teams to support project billing and reporting.

Qualifications

• .Must have 5–7 years of experience as an Office Manager or similar administrative role with financial responsibilities.
• .
• Construction industry experience preferred with knowledge of project billing and invoicing.
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• Strong organizational skills, attention to detail, and ability to handle multiple tasks.

Responsibilities

• Provide day-to-day management, training, and support to administrative staff.
• Manage incoming communications (emails, phone, mail) and distribute to relevant individuals.
• Support HR onboarding, orientations, and personnel records maintenance.
• Oversee billing, accounts payable, and contractor invoicing processes.
• Track accruals, review contracts, and ensure accurate financial reporting.
• Maintain office operations, equipment, and supplies, ensuring compliance with safety regulations.

Skills

Bilingual English/Spanish

Leadership & mentoring

Office management

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

An Office Manager, you will play a crucial role in overseeing and managing the daily operations of our Chicago office. You will be responsible for providing leadership and guidance to the office staff, coordinating administrative activities, and ensuring efficient and smooth operations. Additionally, you will be responsible for various financial tasks. Your strong organizational skills, attention to detail, and ability to handle multiple tasks will be essential in this role.

Responsibilities

• Provide day-to-day management, training, and support to an additional administrative team member to maintain efficient office operations.
• Manage and prioritize incoming communication, including emails, phone calls, and mail, and distribute to individuals when necessary.
• Support the needs of all office staff, including providing guidance, support, and training as needed.
• Utilize office machines, such as photocopiers and scanners, and fax machines to maintain or send paperwork.
• Develop and implement office policies and procedures to enhance efficiency and productivity.
• Monitor and manage office supplies, inventory, and equipment, ensuring proper maintenance and availability.
• Support HR functions, such as assisting with onboarding new employees, new hire orientations and maintaining personnel records.
• Assist the Operations Manager with scheduling responsibilities, as needed.
• Maintain a safe and secure working environment, adhering to health and safety regulations.
• Manage accruals and invoice processing for contract work, ensuring accuracy and timeliness.
• Manage billing collections and accounts payable activities, ensuring prompt payment and adherence to financial policies.
• Manage construction project billing and payment documentation, including contract requirements, AIA billing, lien waivers, retainage, and collection of final payments
• Review contracts to identify important details related to retention, invoicing, and other relevant factors.
• Reconcile financial records to ensure accurate billing and resolve any discrepancies or issues.
• Oversee contract management processes, including tracking contract expiration dates and renewals.
• Collaborate with the finance department to ensure accurate financial reporting and analysis.
• Update relevant information in Salesforce or other CRM systems.
• Handle payroll activities for office salary personnel, ensuring accurate and timely payment, resolving or escalating issues when needed.
• Track and verify hours worked for workers' compensation and insurance purposes, possess or develop an understanding of CCIPs (Contractor Controlled Insurance Programs) and/or OCIPs (Owners Controlled Insurance Programs).
• Ensure that payment requisitions and AIA forms are properly filled out, reviewed, and processed.
• Review and verify maintenance billing, ensuring proper billing practices and retention (holding back payment until the job is completed) are followed.
• Maintain billing spreadsheets and track progress on construction jobs, ensuring accurate and timely billing.
• Collaborate with HR and finance departments to ensure compliance with payroll policies and regulations.
• Assist senior management in preparing reports, presentations, and correspondence.
• Other duties and responsibilities as assigned

Skills & Experience

• High School Diploma required, Bachelor's degree preferred (or equivalent work experience).
• 5 to 7 years of experience as an Office Manager or experience in a similar administrative role, with a focus on financial management.
• Construction industry experience strongly preferred, with knowledge of project billing, AIA applications, lien waivers, retainage, and payment collection.
• Prior experience with basic office accounting processes, human resources processes and transactions, data entry, administrative support, and report creation.
• Proficient in Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Experienced in reviewing, editing, and preparing letters, creating basic reports, and basic billing/invoicing documentation.
• Experience with construction industry practices, including AIA forms, payment requisitions, and maintenance billing.
• Knowledge of workers' compensation and insurance tracking in the construction industry (e.g., OCIP, CCIP).
• Strong organizational and multitasking abilities, with excellent time management skills.
• Exceptional attention to detail and accuracy.
• Proficiency in financial management software and tools.
• Knowledge of contract management principles and best practices.
• Familiarity with payroll processing and related regulations.
• Excellent written and verbal communication skills.
• Leadership and team management skills, with the ability to motivate and mentor staff.
• Bi-lingual English/Spanish strongly preferred.