Office Manager

The Office Manager is responsible for coordinating front-office operations while serving as the central liaison between project and field teams, vendors, and the Accounting and Finance department. This role ensures that daily operations, billing, accounts payable, payroll, and administrative processes run efficiently while maintaining effective communication across the organization.

Reports to: Vilas Partners Management Team

Works closely with: Project Managers, Field Supervisors, Warehouse Team, Accounting & Finance, and Operations

• Serve as the primary point of contact between field and project teams, vendors, and the Accounting & Finance department.
• Ensure information, documentation, and approvals flow accurately and on time between departments.
• Resolve day-to-day operational issues when possible and elevate more complex matters to management as appropriate.
• Support cross-functional communication to maintain efficient business operations.

• Act as the primary contact for vendors regarding invoices, purchase orders, deliveries, and payment inquiries.
• Coordinate the resolution of invoice discrepancies and delivery issues.
• Assist with purchase order processing, tracking, and follow-up.
• Maintain organized vendor records and supporting documentation.

• Coordinate billing documentation between Project Managers and the Accounting department.
• Support timely and accurate customer invoicing.
• Assist with collections by providing necessary documentation and responding to customer inquiries.
• Maintain organized filing and archiving of billing documentation.

• Process payroll accurately and on schedule.
• Maintain payroll records and supporting documentation.
• Coordinate payroll-related matters with the Accounting department as needed.

• Manage reception, incoming calls, mail, and general office operations.
• Oversee office supplies, vendor records, and document control.
• Maintain organized, accurate, and easily retrievable filing systems.
• Provide scheduling and administrative support to management as needed.

• Experience in office administration, office coordination, or operations support.
• Proficiency with Quick Books Online.
• Strong written and verbal communication skills.
• Excellent organizational skills with strong attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Reliable follow-through and strong problem-solving abilities.
• Previous back-office or administrative experience within the construction or contracting industry preferred.
• Familiarity with construction billing and project documentation processes preferred.
• Previous payroll processing experience.

• Experience supporting Accounts Payable and Accounts Receivable functions.
• Knowledge of purchase order management and vendor coordination.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work independently while collaborating effectively with multiple departments.
• Customer-service mindset with a professional and positive attitude.