Office Manager

The Office Managerisaself -directedrolethatsupportsboththeadministrativeoffice(including finance,HR,andIT) andthe

Company’soperationalareasinamulti-entity construction,retail,andaggregatesbusiness.

Thisroleisresponsibleforefficientlyrunningtheofficedaytodayandhandlingarangeofroutineandad-hocsupporttasksinpayroll,accounting,billing,and collections.

Preferenceisgiventocandidateswithstrongaccounting,finance,orbookkeepingbackgrounds.

Therightcandidateisorganized,reliable,comfortableowningawiderangeoftasks,andenergizedbytheresponsibilitiesthatcomewithsupportingmultiplefunctionalareas.

• Managetheoffice–orderandrestocksupplies,coordinateandmanagerelatedvendors,andkeeptheworkplacerunningsmoothly.
• Serveasthefirstpointofcontactforcustomersandvendors,whetheron-site,byphone,orviaemail.
• Processandmanagedailyticketsfromsourcesystemsforuseinweeklyinvoicing.
• Prepareandprocessbillingacrossentities,ensuringchargesareaccurate,timely,andproperlysupportedbyticketsorotherdocumentation.
• Helpmanagecustomerreceivables,includingagingreviewandcustomeraccountmaintenance.
• Leadcollectioneffortsonpast-due accounts,communicatingdirectlywithcustomersandescalatingissuesasneeded.
• Managenewcustomeraccounts,includingcreditapplications,tax-exempt certificates,andrequiredcustomerdocumentation.
• Supportaccountspayable,includinginvoicereview,coding,andvendorinquiries.
• Collectandtrackvendorandsubcontractorcompliancedocuments,includingcertificatesofinsurance,W-9s,andsimilardocumentsasneeded.
• Prepareandsubmitcertifiedpayrollreportsforprevailingwageprojectsin Massachusetts and Connecticutasneeded .
• Prepareotherrecurringpayrollreportsasrequiredbyagencies,unions,customers,andinternalstakeholders.
• SupportHRadministration,including new-hire paperwork,I-9verification,benefitsenrollment,andmaintenanceofconfidentialpersonnelfiles.
• Serveastheprimarypointofcontactwiththe Company’sITmanagedserviceproviderforstaff-facing support,includingcoordinatingaccess,equipment,andonboardingneeds.
• Trackrenewalsandfilingsforbusinesslicenses,contractorregistrationsandprequalifications,vehicle registrations,IFTA,andinsurancepolicies.
• Support operations,contracting,andotherbusinessfunctionswithadministrativeneeds,reporting,andspecialprojects.

• Bachelor'sdegreein
  
  Accounting,Finance,Business Administration,orarelatedfield,orequivalentexperience.
• 5+yearsofexperienceinofficemanagementorasenioradministrativerole.
• Comfortworkingwithnumbersandhandlingbilling,receivables,andpayablestaskswithaccuracyandspeed.
• Abilitytoproblem-solveautonomouslyorcomfortrecommendingimprovementsorsolutionsthataddressspecificproblems.
• Strongorganizationalskillsandtheabilitytojuggleaccountingandadministrativeprioritieswithoutdroppingeither.
• Discretionandsoundjudgmentinhandlingconfidentialinformation.
• Comfortmakingdecisionswithimperfectinformationorwhentheoutcomecarriessomedegreeofrisk.
• Proficiency in Microsoft Excelandgeneralcomfortwithaccountingsoftwareandtechnology .
• Willingnesstolearnpayrollprocessing,includingcertifiedreports.
• Professionalwrittenandverbalcommunicationskills.

• Accountingorfinanceexperience,includingaccountsreceivable,collections,andpayables.
• Familiarity with Massachusetts and Connecticutprevailingwageandcertifiedpayrollrequirements .
• Experience with Trimble Viewpoint Vistaoranotherconstruction ERP.
• Experienceinconstruction,paving,aggregates,oranotherproject-based industry.
• Experienceworkingwithoutsidevendors,includingcontractnegotiation,renewals,andgeneralmanagement.

• Theofficerunssmoothly,withsuppliesstockedandstaffITissuesresolvedquicklythroughthemanagedserviceprovider.
• Youworkwithoutsignificantdirectionandmakereasonabledecisionsontheflywithminimaloversight.
• Billingiscompletedweekly,ontime,withminimalcorrectionsrequiredafterin…