Office Manager

Advastar, Inc. | Recruiting & Staffing; Kansas City (MO); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health

Dental

Vision

401K with match

PTO

holidays

Job summary

Advastar, Inc. | Recruiting & Staffing is recruiting an Office Manager to run the business side of a small, tight-knit office for a well-established commercial general contractor.

You will own day-to-day accounting in QuickBooks, handle payroll/HR, and support the President and project managers to keep the office running smoothly. The role sits on-site in a professional office setting in the Kansas City area and offers a comprehensive benefits package, with a schedule Monday–Friday, 8:00 AM–5:00

Qualifications

• High school diploma required; associate’s or bachelor’s in business, accounting, or a related field is a plus
• Notary Public, or willingness to become one
• 3+ years as an office manager, business manager, full-charge bookkeeper, or senior administrative professional in a professional office setting (construction, accounting, legal, banking, or similar)
• Hands-on QuickBooks experience running AP/AR, reconciliations, and reporting
• Proficiency in MS Outlook, Word, and Excel
• Experience administering payroll and supporting HR functions (onboarding, PTO, files, compliance)
• Construction back-office exposure (pay applications, lien waivers, COIs, 1099s) is a strong plus; PROCORE experience or willingness to certify is a plus
• Sharp, polished, and genuinely client-facing, with strong written and verbal communication and real attention to detail
• Comfortable owning a broad role in a small office where no two days look the same

Responsibilities

• Own day-to-day accounting in QuickBooks: AP, AR, credit card reconciliation, deposits, wires/ACH, and weekly/monthly/annual reporting the owner can trust
• Prepare pay applications and lien waivers, manage W9s, and prepare and distribute 1099s for subcontractors
• Administer payroll through an outside payroll partner and oversee federal and state tax payments
• Run HR for the office: onboarding, PTO, personnel files, open enrollment, handbook and policy upkeep, and compliance
• Keep insurance current: manage the COI log, renewals, and audits
• Support the President directly: calendar, meeting notes, and keeping priorities moving
• Support project managers: document management, project tracking, bid invites, submittals, and weekly status reporting
• Keep the office itself running: reception, phones, supplies, vendors, and the overall look and feel of the space

Skills

Office management

Client-facing communication

Attention to detail

Notary Public

Billing/receivables coordination

Education

High school diploma

Associate or Bachelor’s in business/accounting

Tools

QuickBooks

PROCORE

MS Outlook

Excel

Word

Payroll systems

COI management

Job description

A well-established commercial general contractor is hiring an Office Manager to run the business side of a small, tight-knit office. This is the hub role: you keep the books clean in QuickBooks, carry payroll and HR, support the owner directly, and keep projects and the office running without being asked twice. If you are the person who already quietly runs the office you are in, and you want one seat where your judgment actually matters, this is that seat.

• Anticipated $65K-$85K, based on experience
• Benefits include: Health, Dental, Vision, 401K w/ match, PTO, holidays
• Schedule: Monday-Friday, 8:00 AM-5:00 PM
• On-site, professional office in Corporate Woods area; business casual

Overview

• Own day-to-day accounting in QuickBooks: AP, AR, credit card reconciliation, deposits, wires/ACH, and weekly/monthly/annual reporting the owner can trust
• Prepare pay applications and lien waivers, manage W9s, and prepare and distribute 1099s for subcontractors
• Administer payroll through an outside payroll partner and oversee federal and state tax payments
• Run HR for the office: onboarding, PTO, personnel files, open enrollment, handbook and policy upkeep, and compliance
• Keep insurance current: manage the COI log, renewals, and audits
• Support the President directly: calendar, meeting notes, and keeping priorities moving
• Support project managers: document management, project tracking, bid invites, submittals, and weekly status reporting
• Keep the office itself running: reception, phones, supplies, vendors, and the overall look and feel of the space

Preferred Skills and Experience

• High school diploma required; associate’s or bachelor’s in business, accounting, or a related field is a plus
• Notary Public, or willingness to become one
• Strongly Preferred: 3+ years as an office manager, business manager, full-charge bookkeeper, or senior administrative professional in a professional office setting (construction, accounting, legal, banking, or similar)
• Strongly Preferred: hands-on QuickBooks experience running AP/AR, reconciliations, and reporting
• Proficiency in MS Outlook, Word, and Excel
• Experience administering payroll and supporting HR functions (onboarding, PTO, files, compliance)
• Construction back-office exposure (pay applications, lien waivers, COIs, 1099s) is a strong plus; PROCORE experience or willingness to certify is a plus
• Sharp, polished, and genuinely client-facing, with strong written and verbal communication and real attention to detail
• Comfortable owning a broad role in a small office where no two days look the same

Keywords:

Office Manager, Office Administrator, Business Manager, Full-Charge Bookkeeper, Bookkeeper, Accounting Assistant, Accounts Payable, Accounts Receivable, QuickBooks, Payroll Administration, Executive Assistant, Administrative Assistant, HR Coordinator, Onboarding, Human Resources, PROCORE, Lien Waivers, Pay Applications, Certificate of Insurance, COI, 1099, W9, Notary Public, Construction Office, General Contractor, Overland Park, Johnson County, Customer Service, Front Office