Construction Office Manager, Bookkeeper & HR Coordinator

Location: Greenwood, SC (In-office)
Job Type: Full-Time
Company Size: 20 employees
Projects: Residential Custom Homes & Commercial Construction

We are a growing construction company in Greenwood, SC, specializing in high-end residential custom homes and commercial projects. We are seeking an experienced, highly analytical Office Manager to handle our daily financial operations, project material tracking, contract administration, vendor relations, client screening, job costing, payroll, insurance compliance, and tax filings for our 20-employee team. The ideal candidate has deep expertise in Quick Books, Excel, material logistics, employment regulations, and construction workflows.

• Job Costing & Bookkeeping:
  Manage Accounts Payable and Accounts Receivable in Quick Books, ensuring all expenses, labor, and materials are coded to the correct job and cost code.
• Account Reconciliation & Analysis:
  Reconcile monthly bank accounts and company credit cards in Quick Books. Analyze financial discrepancies, trace missing receipts, and resolve variances between estimated job costs and actual spending.
• Human Resources & Benefits Administration:
  Manage the employee lifecycle including onboarding new hires (Form I-9, W-4, E-Verify), maintaining secure personnel files, and serving as the primary point of contact for company benefits (health insurance, simple IRA, etc.).
• Payroll & Quarterly Tax Filings:
  Run weekly job-costed payroll for 20 employees. Prepare and file quarterly payroll tax reports (Form 941, state unemployment, and workers' compensation filings).
• Contract Administration:
  Manage the lifecycle of owner contracts, subcontractor agreements, and vendor purchase orders. Track fully executed contracts, manage change orders, update total contract values, and ensure all terms align with project billings.
• Construction Billing:
  Prepare and manage accurate Cost-Plus billing statements and Lump-Sum Progress Billings (AIA style) with retainage.
• Year-End Tax Processing:
  Reconcile, print, and file annual W-2 forms for employees and 1099-NEC/1099-MISC forms for subcontractors and vendors.
• Vendor Setup & Credit Management:
  Set up new vendor accounts by completing credit applications, coordinating with supplier credit departments, and checking payment terms to secure trade credit lines for materials.
• Material Procurement & Tracking:
  Assist project managers by placing material orders with suppliers, tracking shipping/delivery schedules, and matching delivery tickets against original invoices to ensure order accuracy.
• Initial Client Screening:
  Serve as the company gatekeeper by taking initial inquiries from prospective custom home and commercial clients. Screen them using a set questionnaire (checking budget, timeline, location, and blueprints) before passing qualified leads to project managers.
• Audit & Subcontractor Compliance:
  Collect and track subcontractor Certificates of Insurance (COI) and W-9s. Track payroll risk class codes for seamless annual General Liability and Workers' Compensation insurance audits.

• Minimum 3–5 years of experience as an Office Manager or Bookkeeper specifically in the construction industry (Residential or Commercial).
• Advanced proficiency in Quick Books (Desktop or Online) and Microsoft Excel.
• Proven experience tracking material logistics, managing Purchase Orders, and reconciling delivery tickets.
• Strong analytical and problem-solving skills with a high level of attention to detail.
• Proven experience in HR administration, employee onboarding, and benefits enrollment.
• Proven experience reconciling multiple bank/credit card statements and tracking down accounting errors independently.
• Proven experience completing corporate credit…