Office Manager - Construction

Responsibilities

• Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.
• Record cash receipts according to established procedures and prepare bank deposits as needed.
• Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.
• Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.
• Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.
• Prepare and maintain the weekly cash flow report.
• Support budget preparation and forecasting activities with the Owner and external partners.

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

• Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.
• Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.

Accounts Receivable & Collections

• Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.
• Escalate past-due accounts and billing disputes to the Owner promptly.
• General Ledger & Reconciliations

Record and reconcile daily financial transactions

• Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.
• Identify and resolve discrepancies, and escalate concerns to the Owner as needed.

Payroll Support

• Assist with payroll processing, including collecting and verifying employee time records.
• Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.
• Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.

Cash Flow, Budgeting & Forecasting

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

Job Cost & Overhead Reporting

• Ensure project expenses, receipts, and invoices are coded accurately to jobs.
• Prepare labor burden and overhead absorption reporting as directed.
• Support the Owner and Project Manager with job cost information as requested.
• Office Management & Administration

Front Office & Customer Communication

• Answer the telephone and greet visitors professionally, providing information and relaying messages.
• Route matters requiring action to the appropriate person and follow up to ensure completion.
• Return all calls and messages within one business day, and within two hours whenever possible.

Customer & Lead Records

• Log incoming leads in Pipedrive or the company-designated system and assign job numbers.
• Maintain accurate customer, lead, and vendor information in company systems.
• Maintain organized customer and company files, both electronic and paper, that are readily accessible.