Office Manager - Construction

Position Summary

The Office Manager / Bookkeeper is responsible for the day-to-day execution of the accounting, financial reporting, and office administration functions for Steeple Town Enterprises and its related entities. This is a full-time, on-site position of 40 hours per week, reporting directly to the Owner.

Qualifications

Accounting & Bookkeeping Accounts Payable

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Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.

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Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.

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Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.

Accounts Receivable & Collections

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Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.

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Record cash receipts according to established procedures and prepare bank deposits as needed.

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Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.

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Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.

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Escalate past-due accounts and billing disputes to the Owner promptly.

General Ledger & Reconciliations

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Record and reconcile daily financial transactions

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Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.

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Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.

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Identify and resolve discrepancies, and escalate concerns to the Owner as needed.

Payroll Support

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Assist with payroll processing, including collecting and verifying employee time records.

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Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.

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Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.

Cash Flow, Budgeting & Forecasting

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Prepare and maintain the weekly cash flow report.

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Support budget preparation and forecasting activities with the Owner and external partners.

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Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs.

Job Cost & Overhead Reporting

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Ensure project expenses, receipts, and invoices are coded accurately to jobs.

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Prepare labor burden and overhead absorption reporting as directed.

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Support the Owner and Project Manager with job cost information as requested.

Office Management & AdministrationFront Office & Customer Communication

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Answer the telephone and greet visitors professionally, providing information and relaying messages.

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Route matters requiring action to the appropriate person and follow up to ensure completion.

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Return all calls and messages within one business day, and within two hours whenever possible.

Customer & Lead Records

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Log incoming leads in Pipedrive or the company-designated system and assign job numbers.

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Maintain accurate customer, lead, and vendor information in company systems.

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Maintain organized customer and company files, both electronic and paper, that are readily accessible.

Office Operations

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Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally.

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Order and maintain office supplies and manage office equipment, vendor, and service accounts.

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Maintain company records and filing systems, including document retention.

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Maintain a clean, organized, and professional office environment.

Qualifications

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Associate's degree in accounting, business, or a related field, or equivalent experience; high school diploma or GED required.

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Minimum 1 year of Accounts Payable / Accounts Receivable experience with a focus on financial reporting.

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Minimum 1 year of experience in a customer- or client-facing role.

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Minimum 1 year of experience in a self-directed role with accountability for results.

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Proficiency in Sage 50 (Peachtree) and Microsoft Excel; working knowledge of Microsoft Word and Office.

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Strong understanding of accounting principles and managerial and financial reporting.

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Experience with multi-entity accounting, construction job costing, or managerial accounting is preferred.

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High attention to detail, strong organizational skills, and the ability to manage multiple priorities.