Office Manager

Ultimate Staffing; Frisco (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Ultimate Staffing is seeking an Office Manager / Accounting Administrator to support daily operations for a growing roofing and construction business in Frisco, TX. This role blends office management, accounting support, construction administration, and general operations to keep projects running smoothly.

You will handle invoices, AP/AR, payroll records, COIs, subcontractor paperwork, budgeting support, and reporting.

Qualifications

• 3+ years of experience in office management, accounting support, bookkeeping, or administrative operations.
• Experience in construction, roofing, contracting, or related industry.
• Experience supporting payroll functions.
• Experience processing invoices and accounts payable/receivable.
• Proficiency with QuickBooks.
• Strong Microsoft Excel and Google Sheets skills.
• Experience coordinating with subcontractors and managing compliance documentation.
• Excellent organizational and time management skills.
• Strong communication and customer service abilities.
• High attention to detail and accuracy.

Responsibilities

• Accounting & Finance: process invoices, assist with AP/AR, payroll records, enter data into QuickBooks and other systems, reconcile records, produce basic reports, and maintain documentation.
• Construction & Subcontractor Admin: coordinate with subcontractors, manage COIs, W-9s, and compliance docs, process subcontractor invoices, support project documentation.
• Office Management: be the primary contact for calls/emails, manage calendars, filing, supplies, reports, and special projects to ensure smooth daily operations.
• Data Entry & Reporting: maintain records across systems, perform data entry, create spreadsheets, and generate operational/financial reports.

Skills

QuickBooks

Microsoft Excel

Google Sheets

Payroll Administration

Accounts Payable

Accounts Receivable

Data Entry

Construction Administration

Vendor & Subcontractor Management

Office Management

Reporting & Analytics

Organizational Skills

Written & Verbal Communication

Job description

Office Manager / Accounting Administrator

Position Summary

We are seeking a highly organized and detail-oriented Office Manager / Accounting Administrator to support the daily operations of our growing roofing and construction business. This is a key role within our organization that combines office management, accounting support, construction administration, and general business operations.

Key Responsibilities

Accounting & Finance Support

• Process and manage customer and vendor invoices.
• Assist with accounts payable and accounts receivable functions.
• Support payroll processing and maintain payroll records.
• Enter financial data accurately into QuickBooks and other systems.
• Reconcile invoices, receipts, and expense records.
• Prepare basic financial reports and assist with ad hoc reporting requests.
• Maintain organized financial and accounting documentation.
• Assist leadership with budgeting, job costing support, and expense tracking.

Construction & Subcontractor Administration

• Coordinate with subcontractors to collect and maintain required documentation.
• Track and manage Certificates of Insurance (COIs), subcontractor agreements, W-9s, and compliance documents.
• Process subcontractor invoices and maintain accurate vendor records.
• Support project documentation and administrative requirements.
• Ensure required paperwork is completed and current before work begins.
• Assist with contract administration and project-related documentation.

Office Management & Administrative Support

• Serve as the primary point of contact for incoming calls, emails, and visitors.
• Manage office calendars, schedules, and appointments as needed.
• Maintain organized electronic and physical filing systems.
• Order office supplies and coordinate office-related needs.
• Prepare correspondence, reports, and business documents.
• Support leadership with special projects and administrative tasks.
• Ensure smooth day-to-day office operations.

Data Entry & Reporting

• Maintain accurate records across multiple systems.
• Perform data entry with a high level of accuracy.
• Create and update spreadsheets using Excel and Google Sheets.
• Generate operational and financial reports as requested.
• Track key business metrics and provide reporting support to management.

Qualifications

Required

• 3+ years of experience in office management, accounting support, bookkeeping, or administrative operations.
• Experience working within the construction, roofing, contracting, or related industry.
• Experience supporting payroll functions.
• Experience processing invoices and managing accounts payable/receivable activities.
• Proficiency with QuickBooks.
• Strong Microsoft Excel and Google Sheets skills.
• Experience coordinating with subcontractors and managing compliance documentation.
• Excellent organizational and time management skills.
• Strong communication and customer service abilities.
• High attention to detail and accuracy.

Preferred

• Experience with roofing, general contracting, or specialty trades businesses.
• Understanding of construction invoicing, job costing, and project administration.
• Experience managing Certificates of Insurance (COIs) and subcontractor onboarding.
• Bookkeeping or accounting-related education or certifications.

Required Skills

• QuickBooks
• Microsoft Excel
• Google Sheets
• Payroll Administration
• Accounts Payable
• Accounts Receivable
• Data Entry
• Construction Administration
• Vendor & Subcontractor Management
• Office Management
• Reporting & Analytics
• Organizational Skills
• Written & Verbal Communication

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.