Office Manager

Irex Cornerstone Services

Omaha (NE)

On-site

USD 40,000 - 60,000

Full time

14 days+

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Job summary

A construction services company in Omaha seeks an Office Manager to handle administrative functions, including payroll, billing, and maintaining records for a construction operations team. The ideal candidate will have 5+ years in administration, strong organizational skills, and proficiency with accounting systems. This role is pivotal for ensuring smooth operations and efficient communication within the team.

Qualifications

5+ years of work experience in an administrative role.
Experience with JD Edwards Enterprise One or similar ERP system preferred.
Construction office experience, including familiarity with AIA progress billing formats preferred.

Responsibilities

Handle payroll, billing, and collections efficiently.
Interface with customers, vendors, and craft employees.
Keep job-related documentation organized.

Skills

Strong organization skills with attention to detail

Excellent verbal and written communication skills

Ability to work under pressure

Proficiency in Microsoft Excel

Ability to multi-task

Education

High School Degree or equivalent

Associate or bachelor’s degree in accounting or business administration

Tools

JD Edwards Enterprise One

Accounting / Payroll systems

Job description

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The Office Manager handles administrative functions for a construction operations team that includes a General Manager and multiple Project / Construction Managers, along with their field workforce. Core responsibilities include payroll, billing, collections, and maintaining employee, customer, and job-related information.

In addition to supporting the branch team, this position interfaces with customers, vendors, craft employees, and regional and corporate offices, and is often considered the “glue” role that keeps everything running smoothly. Successful Office Managers excel at communication, organization, and prioritization, and are comfortable working with accounting and filing systems.

Essential Duties and Responsibilities:

Prepare hourly payroll weekly, including collecting timesheets, entering data into the payroll system, and ensuring that hours and pay rates are accurately charged to the correct codes
Set up jobs in the accounting system and update job-related information as needed
Work with Project Managers to ensure that customers are invoiced promptly and accurately
Track open accounts receivable and work with customers and the corporate credit department to resolve payment issues in a professional manner
Assist with the preparation of proposals, quotations, and other customer correspondence
Keep job-related documentation organized and up to date in paper & electronic job folders
Ensure that all new employees complete required employment documentation (I-9s, W-2s, etc.)
Maintain employee files, including up-to-date construction certifications (required training, etc.)
Ensure that subcontract agreements are prepared for all subcontractors and that proof of insurance and any other prequalification requirements are in order
Order office supplies and coordinate maintenance of office equipment
Answer phones and greet visitors to the office

Skills and Abilities:

Strong organization skills with attention to detail
Able to multi-task, work under pressure, and meet deadlines
Able to work independently while also being a team player
High level of professionalism with excellent verbal and written communication skills
Able to follow company policies and procedures, and help improve them over time
Able to work with data in Microsoft Excel and Accounting / Payroll systems

Education/Experience:

5+ years of work experience in an administrative role.
Experience with JD Edwards Enterprise One or similar ERP system, preferred.
Construction office experience, including familiarity with AIA progress billing formats, preferred.
High School Degree or equivalent, required. Associate or bachelor’s degree in accounting, business administration, or related field preferred.
Notary Public certification, or willingness to obtain it with the company’s support

Travel:As needed. <5%

The duties and responsibilities described above are not a comprehensive list. Additional tasks may be assigned to the employee from time to time; the scope of the job may change as necessitated by business demands.

Seniority level