Overview
We are a well-established, family-owned commercial HVAC company with 50 years of service in the construction industry. We are seeking an experienced Construction Office & Accounting Manager to oversee the day-to-day operations of our office and become an important part of the continued success of our company.
This is a key position for our company. The successful candidate will ultimately assume responsibility for the duties currently handled by our Office Manager and will be expected to take ownership of the office's administrative, accounting, payroll, human resources, insurance, and construction-related responsibilities.
We are looking for someone who is experienced, organized, dependable, hands-on, and comfortable working independently. Most importantly, you should have a strong understanding of construction accounting and commercial construction administration, including AIA billing and payment applications.
Key Responsibilities
Accounting & Financial Administration
- Manage day-to-day bookkeeping and accounting functions
- Work closely with the company's outside accountant throughout the year and at year-end
- Assist with year-end close and ensure the General Ledger is properly reconciled and supported
- Prepare and post journal entries as needed
- Reconcile bank and credit card accounts
- Manage accounts payable and accounts receivable
- Monitor cash flow and company expenses
- Maintain accurate financial and job-costing records
- Prepare financial reports and provide information to management
- Assist with audits and provide documentation as requested
Construction Accounting & Project Administration
- Process and track AIA requisitions/payment applications
- Prepare, review, and track customer invoices
- Review subcontractor and vendor invoices
- Understand retainage, job costing, change orders, and construction billing
- Track project costs and assist with project financial reporting
- Maintain accurate project and contract documentation
- Work with project managers and customers regarding billing and payment issues
- Understand the administrative requirements associated with commercial construction projects
Payroll & Employee Administration
- Process weekly payroll
- Maintain payroll records and ensure payroll is processed accurately and on time
- Administer the company's 401(k) plan, including employee contributions and related responsibilities
- Handle employee onboarding and offboarding
- Maintain employee personnel records
- Coordinate benefits and assist employees with HR-related questions
- Handle routine human resources responsibilities and maintain confidentiality
- Ensure required employment records and documentation are maintained
Insurance & Compliance
- Manage Certificates of Insurance (COIs) for subcontractors and vendors
- Obtain, review, and maintain required insurance documentation
- Handle required insurance audits, including workers' compensation and general liability audits
- Gather payroll, subcontractor, and other documentation required for audits
- Maintain compliance documentation for customers, vendors, and subcontractors
- Assist with licensing, regulatory, and other construction-industry requirements
Office Management
- Oversee the daily operation of the company office
- Maintain organized company records and files
- Coordinate administrative needs for the field and office
- Manage office procedures and ensure important deadlines are met
- Work closely with company ownership, project managers, field personnel, and the outside accountant
- Identify and resolve administrative issues before they become problems
- Take ownership of the day-to-day operation of the office
Qualifications
- Significant experience in construction accounting and office management
- Experience with a commercial construction contractor strongly preferred
- Knowledge of/experience with CF Data/Structure software
- Experience in HVAC, mechanical, plumbing, electrical, or a similar construction environment is highly desirable
- Strong understanding of AIA billing/payment applications
- Knowledge of construction accounting, including job costing, retainage, change orders, and progress billing
- Experience processing payroll
- Experience with 401(k) administration
- Working knowledge of HR responsibilities and employee records
- Experience handling insurance audits and Certificates of Insurance
- Ability to understand and work with a General Ledger and make appropriate journal entries
- Ability to work effectively with an outside CPA/accountant
- Strong attention to detail and organizational skills
- Ability to prioritize multiple responsibilities and meet deadlines
- Excellent communication skills
- Ability to work independently and make sound day-to-day decisions
- Strong computer and accounting software skills
- Integrity, discretion, reliability, and a strong sense of responsibility are essential
The Right Person
The right candidate will be more than a bookkeeper or administrative assistant. We are looking for someone who can take ownership of the office and become the person management can rely on to keep the administrative, accounting, payroll, HR, insurance, and construction paperwork running smoothly.
Because we are a small, family-owned company with 50 years of history, every employee plays an important role. We value people who take pride in their work, care about doing things correctly, communicate well, and want to become a long-term member of our team.
This is an opportunity for an experienced construction professional to join an established company and take on a key leadership role within the office.
Pay: $75,100.00 - $84,159.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
