Office Manager

Ultimate Staffing Services; North Richland Hills (TX); On-site; USD 39,000 - 40,000; Full time

Job summary

Ultimate Staffing Services in North Richland Hills, TX, seeks an organized Office Manager / Accounting Administrator to support daily roofing and construction operations. The role blends office management, accounting support, construction administration, and general operations.

Responsibilities include handling invoices (AP/AR), payroll support, QuickBooks data entry, COIs for subcontractors, and maintaining filing and reporting.

Qualifications

• 3+ years of experience in office management, accounting support, bookkeeping, or administrative operations.
• Experience in the construction, roofing, contracting, or related industry.
• Experience supporting payroll functions.
• Experience processing invoices and managing 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

• Manage invoices and vendor/customer payments (AP/AR).
• Support payroll processing and payroll records.
• Enter financial data into QuickBooks and other systems.
• Maintain organized financial and accounting documentation.
• Assist with budgeting, job costing, and expense tracking.
• Coordinate with subcontractors and manage COIs, W-9s, and compliance docs.
• Oversee office communications, calendars, and filing systems.
• Prepare reports and assist management with data analysis.

Skills

Payroll Admin

Accounts Payable

Accounts Receivable

Data Entry

Construction Admin

Office Management

Reporting & Analytics

Organizational Skills

Customer Service

Attention to Detail

Tools

QuickBooks

Microsoft Excel

Google Sheets

Job description

Salary: USD28 - USD29 per hour

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.

The ideal candidate will be comfortable wearing multiple hats in a fast-paced environment and possess experience supporting accounting functions, managing office operations, working with subcontractors, and ensuring the administrative side of projects runs smoothly. Candidates with prior experience in the construction, roofing, or related trades industry are strongly preferred.

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
• Office Management
• Reporting & Analytics
• Organizational Skills