Office Manager

Service Contracting of Va, Inc.; Dublin (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Service Contracting of Va, Inc. is seeking a dependable, organized Office Manager to oversee the day-to-day administrative and financial functions of our office in the United States.

The role involves coordinating with the President, VP, project managers, field personnel, customers, vendors, subcontractors, and our accountant to keep projects and records organized. The Office Manager will handle office operations, accounting tasks including accounts payable/receivable, job costing, payroll

Qualifications

• Experience in office administration and bookkeeping.
• Construction industry experience preferred.
• Familiarity with accounts payable and accounts receivable.
• Proficiency in Excel and MS Office.

Responsibilities

• Manage day-to-day office operations.
• Maintain financial records and basic reports.
• Process invoices and vendor payments.
• Prepare client and internal communications.
• Support project, field, and management staff.

Skills

Office management

Bookkeeping

Accounts payable

Accounts receivable

Construction industry experience

Microsoft Excel

Education

High school diploma or equivalent

Tools

ComputerEase

Microsoft Office

Job description

We are a small construction company seeking a dependable, organized, and detail-oriented Office Manager to oversee the day-to-day administrative and financial functions of our office.

This position plays an important role in keeping our projects, employees, vendors, subcontractors, customers, and financial records organized. The ideal candidate will have experience in office administration and bookkeeping, preferably within the construction industry.

Because we are a small company, the Office Manager will wear several hats and work closely with the President, Vice President, project managers, field personnel, customers, vendors, subcontractors, and our accountant.

Key Responsibilities Office Administration

Office Manager

Employment Type: Full-Time / Part-Time

Industry: Construction

Reports To: President / Vice President

Position Summary

We are a small construction company seeking a dependable, organized, and detail-oriented Office Manager to oversee the day-to-day administrative and financial functions of our office.

This position plays an important role in keeping our projects, employees, vendors, subcontractors, customers, and financial records organized. The ideal candidate will have experience in office administration and bookkeeping, preferably within the construction industry.

Because we are a small company, the Office Manager will wear several hats and work closely with the President, Vice President, project managers, field personnel, customers, vendors, subcontractors, and our accountant.

Key Responsibilities Office Administration

• Manage the day-to-day operations of the company office
• Answer and direct telephone calls and emails
• Maintain organized electronic and paper filing systems
• Prepare correspondence, reports, forms, and other company documents
• Maintain company records and administrative files
• Order and maintain office supplies
• Coordinate meetings, appointments, and company schedules as needed
• Assist President, Vice President, and project managers with administrative tasks
• Maintain employee, vendor, subcontractor, and customer contact information
• Help ensure required company licenses, registrations, and documentation remain current

Accounting & Bookkeeping

• Maintain accurate and up-to-date financial records
• Enter and categorize income, expenses, bills, and payments
• Manage accounts payable and accounts receivable
• Prepare and send customer invoices
• Track outstanding invoices and follow up on past-due accounts
• Process vendor and subcontractor invoices
• Reconcile bank accounts and credit cards monthly
• Maintain accurate job costing for individual construction projects
• Track labor, material, subcontractor, equipment, and other project costs
• Track customer deposits, progress payments, retainage, and project balances
• Maintain organized receipts and supporting financial documentation
• Prepare basic financial reports for management, including profit & loss statements, balance sheets, accounts receivable, accounts payable, and job profitability reports
• Work with the company's CPA or tax professional to provide accurate records for tax filings and year-end accounting

Payroll & Employee Administration

• Assist with payroll processing and employee time records
• Maintain employee personnel and payroll documentation
• Assist with new employee paperwork and onboarding
• Maintain employee vacation, sick leave, and other applicable records
• Assist with workers' compensation and insurance audits
• Maintain confidentiality of employee and payroll information

Construction & Project Administration

• Assist project managers with project documentation and administrative requirements
• Maintain project files, contracts, purchase orders, change orders, and related documentation
• Assist with progress billing and AIA-style billing
• Track retainage and outstanding project balances
• Maintain vendor and subcontractor records
• Collect and maintain W-9s and certificates of insurance
• Assist with subcontractor agreements and documentation
• Assist with preparation and distribution of 1099s
• Help track subcontractor and supplier compliance documentation
• Assist with certified payroll and other project-specific reporting when required
• Help ensure project paperwork is complete and properly filed

Qualifications

• Previous office management, administrative, bookkeeping, or accounting experience
• Experience working with a construction company, contractor, or other trade-based business preferred
• Strong understanding of accounts payable and accounts receivable
• Familiarity with construction job costing
• Experience with ComputerEase or similar construction accounting software preferred
• Proficiency with Microsoft Office, including Excel, Word, and Outlook
• Strong organizational and time-management skills
• Excellent attention to detail
• Ability to manage multiple responsibilities, projects, and deadlines
• Good written and verbal communication skills
• Comfortable communicating with customers, vendors, subcontractors, employees, and management
• Dependable, trustworthy, and able to work independently
• Ability to handle confidential financial and employee information
• High school diploma or equivalent required; additional bookkeeping, accounting, or business education is a plus

Preferred Construction Experience

Experience with any of the following is especially valuable:

• Construction office management
• ComputerEase
• Job costing
• Progress billing
• AIA-style billing
• Retainage
• Change orders
• Purchase orders
• Subcontractor payments
• W-9 and 1099 management
• Certificates of insurance
• Payroll and certified payroll
• Workers' compensation audits
• Project documentation
• Tracking project profitability

What We're Looking For

We are looking for someone who can take ownership of the office and keep things organized without requiring constant supervision.

The successful candidate should be comfortable moving between bookkeeping, employee administration, project paperwork, customer communication, and general office responsibilities throughout the day.

This person will serve as an important connection between our office, field operations, project management, customers, vendors, subcontractors, and company leadership.

The right Office Manager will help ensure that management always has a clear understanding of where our projects stand, what we owe, what customers owe us, what paperwork needs attention, and whether our jobs are profitable.

Compensation

Competitive compensation based on experience. Benefits and work schedule can be discussed based on whether the position is full-time or part-time.

Equal Opportunity Employer: We consider qualified applicants without regard to legally protected characteristics.