Office Manager - Construction

American Fence Company, Inc.; Phoenix (AZ); On-site; USD 80,231,000 - 103,155,000; Full time

Benefits offered by this job

Group Medical Insurance

Dental Insurance

Life Insurance

AD&D Insurance

Disability Insurance

Paid Holidays

Paid Time Off

401k with company match

Employee Discounts

Job summary

American Fence Company is seeking a Construction Office Administrator for our Phoenix office. The role emphasizes strong organization, excellent communication, and proficiency with MS Office, Textura, Procore, Coupa, and DocuWare to support finance and project administration.

Responsibilities include AR/billing, RAF invoicing, AIA pay applications, and documentation control. DOE compensation reflects experience and performance in a fast-paced construction environment.

Qualifications

• 2+ years of experience in Accounts Receivable.
• Experience with construction billing, AIA pay applications, or construction contract administration.
• Experience with collections, cash application, and account reconciliation.
• Proficiency in Excel, Word, and Outlook.

Responsibilities

• Process daily RAF and extension invoicing, ensuring billing accuracy and timely submission.
• Prepare and submit AIA pay applications and supporting documentation through Textura, Procore, and Coupa.
• Generate daily cash balancing reports and reconcile payments and deposits.
• Process credit card transactions and accurately apply payments to the appropriate customer accounts and invoices.
• Monitor outstanding receivables and manage collection activities through the Collection Center.

Skills

Accounts Receivable

Billing & Collections

Records Management

Customer Service

Communication Skills

Office Administration

Education

High School Diploma / GED

Associate's Degree in Business

Tools

Textura

Procore

Coupa

DocuWare

Accounting ERP systems

Microsoft Excel

Microsoft Word

Outlook

Job description

American Fence Company is hiring a Construction Office Administrator. Pay range is $28.00 - $36.00/hour DOE. Successful candidate will be very well organized, have excellent communication skills and be computer literate. Must have prior experience in construction industry and contract administration.

About Us:

American Fence Company , founded in 1948, is one of the largest installer of rental and permanent fence that is focused on future growth. We provide a high quality of fencing solutions by valuing our employees which has resulted in average tenure of 9 years of employment.

Key Responsibilities

1. Accounts Receivable, Billing & Collections

• Process daily RAF and extension invoicing, ensuring billing accuracy and timely submission.
• Prepare and submit AIA pay applications and supporting documentation through customer and contractor platforms, including Textura, Procore, and Coupa.
• Generate daily cash balancing reports and reconcile payments and deposits.
• Process credit card transactions and accurately apply payments to the appropriate customer accounts and invoices.
• Monitor outstanding receivables and manage collection activities through the Collection Command Center.
• Contact customers regarding past-due balances, document collection efforts, update account records, and elevate collection issues as appropriate.
• Assist with researching and resolving billing discrepancies, payment discrepancies, and account questions.
  

2. Records Management & Documentation

• Maintain complete, accurate, and organized job files and supporting RAF documentation in Docuware.
• Ensure required paperwork is properly filed, accessible, and maintained in accordance with company procedures.
• Review documentation for completeness and follow up on missing or outstanding items.
  

3. Customer & Job Administration

• Review and approve jobs in accordance with company guidelines and approval requirements.
• Assign Report of Order (R.O.) numbers and Address Book Numbers as required.
• Verify required customer and job information and coordinate the collection of applicable down payments.
• Prepare lien releases and related documentation in accordance with company procedures.
• Support certified payroll administration per company guidelines.

4. Communication & General Office Support

• Monitor and respond to customer and internal emails in a timely and professional manner.
• Direct customer inquiries to the appropriate department or personnel.
• Communicate with customers, project teams, and internal departments to resolve administrative and billing issues.
• Perform general office and administrative duties as assigned.
• Maintain the confidentiality and accuracy of customer, financial, and job-related information.

Education:

High School Graduate or General Education Degree (GED): Required
Associate's Degree (two year college or technical school) Preferred, Field of Study: Business

Experience:

• 2 plus years of experience in Accounts Receivable
• Experience with construction billing, AIA pay applications, or construction contract administration preferred.
• Experience with collections, cash application, and account reconciliation preferred.

Computer Skills:

• Proficiency in Microsoft Excel, Word, and Outlook.
• General knowledge of accounting principles and accounting software.
• Experience with construction ERP systems preferred.
• Familiarity with Textura, Procore, Coupa, and DocuWare preferred.
• Willingness to learn and utilize AI tools to improve efficiency, accuracy, and administrative workflows.

Certifications & Licenses:

• Currently hold or have the ability to obtain state notary public commission required.

Benefits:

We offer full Benefit packages to our employees including:

• Group Medical Insurance with prescription coverage
• Dental Insurance
• Basic and Voluntary Life Insurance
• Voluntary AD & D Insurance
• Short and Long Term Disability Insurance
• Company Paid Holidays
• Paid Time Off (PTO)
• 401k with company match
• Employee Discounts

EOE/AA/M/F/D/V - Drug Free Environment