Office Manager

Our client, a full-service general contracting and construction management firm specializing in new construction and real estate development is seeking an experienced Office Manager to add to their team.

The successful candidate will have a strong understanding of the construction industry and excellent organizational and communication skills.

DUTIES & ESSENTIAL JOB FUNCTIONS

• Monitor all paperwork associated with our construction projects : contracts, change orders, AP / AR, invoicing, etc.
• Assist Project Manager with monitoring projects & change orders and making sure that they are on schedule and on budget
• Make sure all employee files are up to date & that new hires complete all necessary paperwork
• Generate cash flow reports & be responsible for bookkeeping using QuickBooks
• Generate reports using Microsoft Excel
• Communicate with customers and vendors via email and phone
• Prioritize work and manage multiple moving parts successfully
• Create / Set up files for; customers, vendors, contractors, and employees
• Post recurring entries
• Create any new accounts as needed
• Routinely review financials for accuracy
• Prepare special reports as requested
• Compile information for annual general liability and workers' compensation insurance audit information
• Compile year-end audit material and tax information for outside accountants
• Work with Vendors and Project Managers to resolve pricing differences on invoices and resolve any expense that does not have a purchase order
• Perform all banking functions
• Process all Accounts Payable
• Ensure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limits
• Maintain certificates of insurance for General Liability and Workers Compensation annual audit
• Ensure that all invoices and purchase orders are approved by appropriate personnel before being processed for payment
• Print and assemble all checks with appropriate backup (invoices) and lien releases to be signed
• Review subcontractor agreements and insurance expiration date before releasing checks
• Obtain appropriate Lien Release paperwork from the vendor prior to releasing checks
• Verify Vendor Federal ID / social security numbers for printing 1099's at year-end

QUALIFICATIONS

• Experience working in an administrative position in a construction office or similar company
• Excellent project management, analytical, interpersonal, oral and written communication skills.
• Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude.
• Dedicated to superior client service.
• Strong organizational and analytical skills
• Strong attention to detail and good follow-through skills
• Computer savvy and proficient in Microsoft Office products and QuickBooks or like software
• Knowledge of bookkeeping and financial reports
• Committed to professional development

This is an on-site position located in Falmouth. Compensation will depend on experience and includes a stipend for healthcare benefits and paid time off.

Additional benefits in process.

ProSearch is proud to be an affirmative action / equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender / sex, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.