Office Manager - Construction

National Association of Women in Construction; San Antonio, Northern (TX, KY); Hybrid; USD 39,000 - 50,000; Full time

Benefits offered by this job

Group Medical Insurance

Dental Insurance

Life Insurance

Paid Time Off

401k with company match

Job summary

American Fence Company, Inc. in San Antonio, Texas is seeking a Construction Office Administrator. The role pays $28.00-$36.00 per hour, DOE, and requires strong organization, excellent communication, and computer literacy with construction contract administration experience.

Responsibilities include AR, billing, cash handling, collections, and maintaining job files. Involves payroll support, HR onboarding, and general office duties; notary commission capability is required.

Qualifications

• 2+ years of experience in Accounts Receivable.
• Experience in Construction Contract Administration.
• Proficient in Excel, Word and Outlook; JD Edwards preferred.
• Currently hold or have the ability to obtain state notary public commission required.

Responsibilities

• Accounts receivable and billing processing.
• Cash reconciliation and daily deposit preparation.
• Collection activities and aging reports.
• Maintain project files and contract documents.
• Manage petty cash and branch invoicing flow.
• Process R.O. numbers and job setup.
• Coordinate new hire onboarding with HR.
• Provide on-site HR support.
• Answer phones and handle mail.
• General office duties as assigned.

Skills

Accounts Receivable

Contract Administration

Payroll processing

Customer service

Notary Public

Education

High School Diploma or GED

Associate's Degree in Business

Tools

JD Edwards

Excel

Word

Outlook

Accounting software

Job description

American Fence Company, Inc.

Location San Antonio

State/Territory Texas

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.

Overview of Duties:

• Accounts receivable and billing processing including, entering invoices into current system and AIA/Customers Pay Application.
• Conducts cash reconciliation including verifying check information, running checks through Certegy system for checks that come in the mail, collecting all C.O.D. monies, preparing and depositing checks/cash, running credit cards, retrieving credit card batch settlement, posting payments cash/check/credit card batches in current system, creating deposit summary, preparing and distributing daily cash balancing packet.
• Conduct collection activities including running aging report, make collection calls, discuss with Branch Manager and Sales Personnel, and follow company collection procedures.
• Enter all notes for any collection activity in current system.
• Maintain job and contract files with all pertinent paperwork i.e. contract, credit approval, contract/P.O. approval, change orders, R.O. quote sheets, materials issuing, sub addendum, preliminary notices, billing and recap sheets. Prepares preliminary notices per company policy and file in job file.
• Maintain and reconcile petty cash drawer and input in current system.
• Obtain approval from branch manager and forwards invoices received at the branch to corporate office.
• Approve and assign Report of Order (R.O.) number to new jobs and to existing jobs by obtaining manager approval/customer signatures and approval from Corporate Credit
• Manager and Contract Administrator if applicable, verifying all paperwork is submitted. May need to collect down payment money for C.O.D. jobs prior to assigning R. O. If new customer, create customer numbers in current system. Enter information into the R.O. log and into current system.
• Keys monthly inventory into current. May assist with counting or daily inventory recording as needed.
• May assist subcontractors with submitting pay applications and completing sub addendums.
• Prepare lien release forms for manager's signature.
• Collect time cards from manager ensuring proper approval and submit to payroll.
• Prepares certified payroll checklist and forward to payroll for all certified payroll jobs.
• Coordinates new hire process, safety training, and on-boarding for new hires in conjunction with Human Resources and Branch Manager.
• Provides on-site HR support for employment, benefits and personnel records management.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Ensure all paperwork required by Corporate is sent within designated time frames.
• Open and distribute incoming mail.
• Order and dispense office supplies.
• May be backup for counter sales position.
• Other general office duties as assigned.

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 in Construction Contract Administration helpful

Computer Skills:

• Type and 10-key by touch.
• Proficient in Excel, Word and Outlook.
• Experience in JD Edwards software preferred.
• General knowledge of accounting software.

Certifications & Licenses:

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

Benefits:

• 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