Office​/Account Manager NYC

Air Flow Dynamics Inc. | New York, NY | Full-Time, In-Office (Hybrid potential for the right candidate) About Us

We are Air Flow Dynamics Inc., a fast-growing, commercial HVAC / Mechanical Contractor based in Manhattan, working directly with general contractors and landlords on commercial construction projects throughout New York City. We’re a startup that’s scaling quickly, and we’re putting the structure in place now to make sure that growth continues. That means priorities can shift fast and the role will grow and evolve alongside the company — we need someone who thrives in that kind of environment, not someone looking for a steady-state, status-quo job.

As we scale, we’re looking for an organized, detail-driven Office / Account Manager to run the operational and financial backbone of our office and help shape how we run as we grow.

This is a hands‑on operations role at the center of how our company runs day-to-day and gets paid and protected on every job. You’ll own a broad mix of responsibilities — billing, accounting, payroll, insurance compliance, vendor management, and general office administration — that keep the business running smoothly as we grow. You’ll work closely with our estimating and project management team, our accountant, and our insurance broker, and you’ll be a key point of contact for GCs on payment and compliance matters.

• Manage progress billing and change order invoicing in Quick Books against GC purchase orders and approved estimates
• Prepare all AIA payment requisitions (G702/G703) and related paperwork for all projects
• Track outstanding pay applications, retainage, and receivables; follow up with GCs on payment status
• Prepare and submit lien waivers and other documentation required for payment release
• Maintain accurate job-level billing records and support month‑end reporting

• Manage certificates of insurance (COIs) — collecting, tracking, and renewing COIs from vendors and subcontractors, and submitting Air Flow Dynamics’ own COIs to GCs per contract requirements
• Track insurance expirations and proactively manage renewals with our broker
• Support project‑specific insurance requirements, including CCIP/OCIP wrap‑up enrollment and documentation
• Assist with prevailing wage and certified payroll documentation where applicable
• Maintain organized compliance files for active and closed‑out projects

• Manage payroll and payroll taxes
• Process bank deposits and complete bank and credit card reconciliations

• Answer phone calls and provide general administrative office support
• Support the estimating and project management team with administrative needs as projects move from bid to closeout
• Maintain organized digital filing systems for contracts, change orders, purchase orders, COIs, submittals, and drawings
• Manage office vendor relationships (IT, supplies, equipment)
• Support the accountant/CPA during tax season and audits
• Work with project managers to issue vendor and subcontractor agreements
• Collect and maintain W-9s, insurance certificates, and licensing documentation for vendors and sub‑subcontractors

• Support certified payroll reporting on prevailing wage jobs
• Enter certified payroll online for School Construction Authority (SCA) jobs
• Assist with prequalification packages (bonding letters, financials, insurance, references) for new GC relationships

• Maintain accounts payable and accounts receivable
• Process vendor and subcontractor invoices and match against purchase orders
• Track NY sales tax on materials for accurate job costing

Process closeout documents, including NYCSCA Labor Compliance Management documentation, for applicable projects

• Coordinate final lien waivers, warranties, and O&M documentation at project closeout
• Track retainage release schedules

• Must be legally authorized to work in the United States
• 5+ years of experience in office management, billing, or insurance/compliance administration — construction or subcontracting experience strongly preferred
• Working knowledge of Quick Books (or similar accounting…