Office Manager

A local company in Pensacola, Florida is seeking a dynamic and organized Office Manager / Bookkeeper to join our team and ensure the smooth operation of our office environment. This role combines administrative leadership with financial oversight, providing essential support to our team and managing day-to-day office functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, with a passion for creating an efficient and welcoming workplace.

This paid position offers an exciting opportunity to develop your skills in office management, bookkeeping and team supervision within a vibrant organization.

• Oversee daily office operations, including front desk management and multi-line phone systems to ensure seamless communication.
• Maintain the inhouse server to include troubleshooting and working with internet provider to ensure the internet and server are functioning properly.
• Manage scheduling for staff, meetings, events, and appointments with precision using calendar management tools.
• Supervise administrative staff and coordinate training & development initiatives to foster a motivated team environment.
• Handle bookkeeping responsibilities using Quick Books software, including invoicing, expense tracking, and bank reconciliations.
• Maintain accurate financial records through diligent filing, data entry, and regular reconciliation of accounts.
• Make payments on all loans and maintain relationships with bankers by submitting yearly financials.
• Manage vendor relationships by negotiating contracts, processing payments, and ensuring timely delivery of supplies and services.
• Submit all material invoices to the manufacturers to ensure rebates are received. Invoice commercial general contractors using Procore and other general contracting software.
• Obtain material lien waivers for all commercial jobs and submit them to the GCs.
• Invoice residential customers and collect all outstanding invoices.
• Submit yearly financials to the CPA and work with the CPA as needed on tax issues and financial planning.
• Support human resources functions such as payroll processing, employee onboarding, record‑keeping, and compliance with HR policies.
• Manage all insurance policies for the company, including yearly audits and quotes to check insurance rates.
• Assist in budgeting processes by monitoring expenses and preparing financial reports for management review.
• Coordinate event planning activities for company functions or community outreach efforts for advertising.
• Ensure office supplies are stocked and maintained; oversee clerical tasks such as filing, document preparation, and correspondence.
• Uphold professional phone etiquette while managing inquiries from clients, vendors, or visitors with enthusiasm and clarity.

• Proven experience in office management or administrative roles within a professional setting.
• Demonstrated bookkeeping proficiency using Quick Books.
• Supervisory experience leading teams or managing staff members effectively.
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast‑paced environment.
• Familiarity with vendor management processes.
• Knowledge of human resources procedures including payroll administration and employee record‑keeping.
• Experience in event planning and coordinating logistics for meetings or special events is preferred.
• Excellent communication skills—both verbal and written—with a focus on professionalism and clarity.
• Prior experience working in construction or similar environments is a plus but not required. Join us to be a vital part of an energetic team dedicated to maintaining an organized, efficient workplace while supporting our mission to serve clients with excellence!

• For this position, you will be paid $25/hour.
• Monday – Thursday, 8:00 am to 5:00 pm.
• Contract to Hire position.

Landrum Workforce Solutions is an equal opportunity employer and, in compliance with all federal and state civil rights laws, makes every effort to employ and promote the most qualified individuals without regard to race, color, religion, sex, national origin, age, handicap, disability, veteran status, marital status, or any other protected class.