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Office Manager in Salem, MA at Accounting Now

Date Posted: 9/21/2018

Job Snapshot

  • Employee Type:
  • Location:
    Salem, MA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description

Construction Administrator / Office Manager

The Construction Admin empowers daily office operations. They will create and enforce efficient structures for relating to clients, contractors, vendors, and colleagues. Scheduling, filing, registrations, and records of all kinds fall under her/his domain. A force for order, s/he is responsible for keeping the company visible, eloquent, informed, and compliant.
Duties & Responsibilities
Manage internal operations
  • Organize teams & projects
  • Organize and update team calendar
  • Draft and update internal standard operating procedures and references
  • Maintain online files & databases

Bookkeeping& budgeting
  • QuickBooks/computer entry for all vendor invoices & subcontractors requisitions
  • Print A/P checks (QuickBooks)
  • Manage A/R for all customers (QuickBooks)
  • Reconciliation of checking accounts (QuickBooks)
  • Provide weekly Project Budget vs Actual reports (QuickBooks)
  • Manage timesheets & payroll information (not processing) for employees

Maintain company compliance with federal, state, and local jurisdiction
  • Review state & local tax, license, and registration requirements as needed
  • File state & local paperwork (e-file and ground mail)
  • File for local Building Permits when required.

Manage external & incoming communications
  • Create and review contracts and proposals
  • Review outgoing documents forgrammatical and layout errors
  • Process insurance certificate requests
  • Obtain and file necessary documentation for sub-contractors & vendors
  • Manage customer service calls relevant to company projects

Manage all purchasing and payments
  • Obtain material bids from vendors
  • Create and place purchase orders and change orders
  • Follow through with vendors on shipment/ delivery/ payment

Manage all sub-contractor relations
  • Create contracts, payment schedules, & scope of works for PM review
  • Manage sub-contractor classifications
  • Obtain bids from sub-contractors & follow up to schedule meetings
  • Collect and document professional references and insurance certificates for sub-contractors.
  • Release checks to subcontractors

Manage brand representation
  • Order marketing materials as needed
  • Draft and review updates to company website
  • Maintain company social media accounts

  • Minimum 3-5 years of experience in residential or commercial construction administration
  • Mastery in Microsoft Word, Excel, GMAIL apps and Quickbooks
  • Strong Accounting Knowledge
  • Strong online research skills
  • Ability to adapt quickly and multi-task efficiently
  • Attention to detail and organizational aptitude
  • Communicational and interpersonal eloquence
  • Conceptual understanding of residential and commercial construction business model and project process

  • College degree - In accounting or Business preferred
  • Proficiency in Microsoft Project

Work occurs mostly Mondays-Fridays, 30+/- hours/week.
  • Salary and bonus based on experience and expertise