Office Manager - Construction

Position Summary

The Office Manager / Bookkeeper is responsible for the day-to-day execution of the accounting, financial reporting, and office administration functions for Steeple Town Enterprises and its related entities. This is a full-time, on-site position of 40 hours per week, reporting directly to the Owner.

Qualifications: Accounting & Bookkeeping

• Accounts Payable
• Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.
• Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.
• Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.
• Accounts Receivable & Collections
• Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.
• Record cash receipts according to established procedures and prepare bank deposits as needed.
• Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.
• Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.
• Escalate past-due accounts and billing disputes to the Owner promptly.
• General Ledger & Reconciliations
• Record and reconcile daily financial transactions
• Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.
• Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.
• Identify and resolve discrepancies, and escalate concerns to the Owner as needed.
• Payroll Support
• Assist with payroll processing, including collecting and verifying employee time records.
• Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.
• Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.
• Cash Flow, Budgeting & Forecasting
• Prepare and maintain the weekly cash flow report.
• Support budget preparation and forecasting activities with the Owner and external partners.
• Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs.
• Job Cost & Overhead Reporting
• Ensure project expenses, receipts, and invoices are coded accurately to jobs.
• Prepare labor burden and overhead absorption reporting as directed.
• Support the Owner and Project Manager with job cost information as requested.
• Office Management & Administration
• Front Office & Customer Communication
• Answer the telephone and greet visitors professionally, providing information and relaying messages.
• Route matters requiring action to the appropriate person and follow up to ensure completion.
• Return all calls and messages within one business day, and within two hours whenever possible.
• Customer & Lead Records
• Log incoming leads in Pipedrive or the company-designated system and assign job numbers.
• Maintain accurate customer, lead, and vendor information in company systems.
• Maintain organized customer and company files, both electronic and paper, that are readily accessible.
• Office Operations
• Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally.
• Order and maintain office supplies and manage office equipment, vendor, and service accounts.
• Maintain company records and filing systems, including document retention.
• Maintain a clean, organized, and professional office environment.
• Qualifications: Associate's degree in accounting, business, or a related field, or equivalent experience; high school diploma or GED required.
• Minimum 1 year of Accounts Payable / Accounts Receivable experience with a focus on financial reporting.
• Minimum 1 year of experience in a customer- or client-facing role.
• Minimum 1 year of experience in a self-directed role with accountability for results.
• Proficiency in Sage 50 (Peachtree) and Microsoft Excel; working knowledge of Microsoft Word and Office.
• Strong understanding of accounting principles and managerial and financial reporting.
• Experience with multi-entity accounting, construction job costing, or managerial accounting is preferred.
• High attention to detail, strong organizational skills, and the ability to manage multiple priorities.