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

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Construction Office & Accounting Manager

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