More jobs:
Office Manager
Job in
New York, New York County, New York, 10261, USA
Listed on 2026-08-08
Listing for:
Socket.dev
Full Time
position Listed on 2026-08-08
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Bookkeeper/ Accounting Clerk -
Accounting
Office Administrator/ Coordinator, Bookkeeper/ Accounting Clerk, Accounts Receivable/ Collections
Job Description & How to Apply Below
Position Summary
We are hiring a full-time Office Manager to run the day-to-day office operations at our Brooklyn headquarters.
This is
not a junior role - we need an experienced professional who can hit the ground running and take full ownership of
Quick Books, accounts receivable, certified payroll, insurance / COI coordination, and general office administration for
an active $15M+ revenue commercial HVAC contractor
Non-Negotiable Requirements- 5+ years of office management or bookkeeping experience specifically in a Commercial HVAC or MEP (Mechanical / Electrical / Plumbing) contracting company
- Active New York State Notary Public commission (or ability to obtain within 30 days of hire)
- Advanced proficiency in Quick Books Online (full AR/AP cycle, reconciliations, reporting)
- Hands-on experience with certified payroll (Form PW-3) for prevailing wage projects
- Direct experience managing Certificates of Insurance (COIs) and working with insurance brokers on renewals and audits
- Fluent professional English (spoken and written)
- Own all Quick Books Online transactions, invoicing, payments, and reconciliations
- Manage Accounts Receivable end-to-end - invoicing, aging reports, collections follow-up
- Prepare monthly AR reports for CEO review
- Coordinate with Project Managers on billing status and payment tracking
- Process vendor and subcontractor invoices
- Coordinate lien waivers, W-9s, and supporting documents
- Reconcile vendor statements
- Manage payment runs with CEO approval
- Support weekly payroll processing (working with our payroll provider)
- Prepare certified payroll (Form PW-3) for prevailing wage projects
- Maintain accurate employee records, wages, deductions, direct deposit
- Handle new-hire onboarding paperwork and offboarding
- Manage all COI requests from General Contractors and owners
- Maintain a log of active COIs and renewal dates
- Coordinate with our insurance broker (EPIC / others) on renewals, additions, and audits
- Track Workers' Compensation, General Liability, Auto, and Umbrella policies
- Notarize lien waivers, pay applications, subcontract documents, and other project documentation as required by GCs
- Maintain notary journal and stamp in accordance with New York State law
- Answer the office phone, greet visitors, route calls and messages
- Order and manage office supplies and equipment inventory
- Maintain organized digital and physical filing systems
- Schedule and coordinate internal office meetings
- Support onboarding of new hires (office and field)
- Assist with travel coordination and expense tracking
- Serve as a professional point of contact for GC accounting departments (billing questions, W-9s, insurance, lien waivers)
- Manage vendor onboarding paperwork
- Support Project Managers with document preparation and submission
- Experience with NYC / NJ commercial construction General Contractors (Structure Tone, Turner, Skanska, JRM, Clune, Consigli, Kajima, and similar)
- Familiarity with construction platforms:
Procore, GCPay, Textura, Bluebeam - Experience with AIA billing (G702 / G703) submission and support
- Bilingual (English / Russian or English / Spanish) is a plus
- Prior experience with COI compliance platforms (myCOI, COITRAK)
- NJ Notary Public commission (in addition to NY)
- Understanding of NJ / NY Prompt Payment Acts and lien processes
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