Office Manager

Position Summary 
The Accounting & HR Administrator manages payroll, bookkeeping, and HR administration, ensuring accurate financial records and compliance. Responsibilities include processing payroll, handling invoices, managing accounts payable/receivable, and overseeing hiring and termination paperwork. This role supports financial operations and workforce management in a fast-paced construction environment. 

Primary Duties and Responsibilities

• The essential functions include, but are not limited to the following:

Accounting and Payroll
Payroll Processing
• Process weekly payroll for hourly steelworkers and foremen (based on timecards).
• Process bi-weekly payroll for salaried employees.
• Track hours, overtime, deductions, and payroll taxes.
• Ensure compliance with labor laws and tax regulations.
Accounts Payable & Receivable
• Generate and send client invoices based on project milestones or contract terms.
• Process vendor, subcontractor, and equipment rental payments.
• Reconcile bank statements and maintain financial records.
Financial Tracking & Reporting
• Assist in tracking job costs, budgets, and expenses.
• Maintain accurate records for audits and end-of-year reporting.
• Meet with the President weekly to review cash flow, AP strategy, and AR follow-ups.
• Assist with financial audits and compliance reporting.
Financial Reporting & Cash Flow Management
• Maintain and update Cash Flow Management models.
• Prepare and update AR and AP reports.
• Track and report KPI metrics for Sales, Operations, and Project Management.
• Provide the President with monthly financial reports, including the Income Statement and Balance Sheet.
• Update the Labor Burden, Overhead Absorption and Breakevenmodels monthly, adjusting for staffing, indirect/direct cost and revenue changes.
• Work with the Estimating Manager and/or President to verify and update pricing in the estimating tool.
Estimating & Project Management Support
• Liaise with the Project Management Manager on invoicing at the end of each project phase.
• Ensure accurate job cost data is updated in Project Management software and/or QuickBooks Online.
• Work with the Estimating Manager and/or President to align labor burden and overhead absorption data with estimating and job costing.

Human Resources Administration
Employee Onboarding & Offboarding
• Handle new hire paperwork (tax forms, direct deposit, benefits setup).
• Maintain employee records (certifications, work authorizations, compliance documents).
• Process termination paperwork and ensure compliance with company policies.
Employee Benefits & Insurance Management
• Administer and manage the 401(k) plan, including employee enrollments, contribution changes, and compliance reporting.
• Oversee company-provided health insurance, handling employee enrollments, changes, and coordination with the insurance provider.
• Work with the insurance company to provide workers’ compensation documentation, ensure claims are processed, and submit premium payments.
Workforce Management
• Track workers’ compensation claims and safety compliance.
• Maintain and update qualifications and certification records for labor staff related to equipment operation.
• Assist the Field Operations Manager with coordinating staff training programs and tracking training completion.
• Ensure all labor personnel have completed necessary training and certifications before operating equipment or engaging in specific tasks.
• Coordinate hiring needs with management, including subcontractor engagement.

Qualification

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Education
• High school diploma or equivalent (required). Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (preferred).

Experience
• 3+ years of bookkeeping and payroll experience (preferably in construction, manufacturing, or a similar industry).
• Experience with QuickBooks Online and payroll processing software.
• Experience with project management software (preferred).

Skills and Competencies
• Strong understanding of accounting principles, including accounts payable, accounts receivable, and payroll processing.
• Ability to manage HR administrative tasks such as onboarding, employee records, and compliance.
• High attention to detail to ensure accuracy in payroll, invoicing, and financial reporting.
• Effective time management skills to meet payroll, invoicing, and reporting deadlines.
• Proficiency in QuickBooks Online, Microsoft Excel, and payroll processing software.
• Strong communication skills