Office Manager
Direct Hire
Falmouth, Maine
The successful candidate will have a strong understanding of the construction industry and excellent organizational and communication skills.
DUTIES & ESSENTIAL JOB FUNCTIONS
- Monitor all paperwork associated with our construction projects: contracts, change orders, AP/AR, invoicing, etc.
- Assist Project Manager with monitoring projects & change orders and making sure that they are on schedule and on budget
- Make sure all employee files are up to date & that new hires complete all necessary paperwork
- Generate cash flow reports & be responsible for bookkeeping using QuickBooks
- Generate reports using Microsoft Excel
- Communicate with customers and vendors via email and phone
- Prioritize work and manage multiple moving parts successfully
- Create/Set up files for; customers, vendors, contractors, and employees
- Post recurring entries
- Create any new accounts as needed
- Routinely review financials for accuracy
- Prepare special reports as requested
- Compile information for annual general liability and workers' compensation insurance audit information
- Compile year-end audit material and tax information for outside accountants
- Work with Vendors and Project Managers to resolve pricing differences on invoices and resolve any expense that does not have a purchase order
- Perform all banking functions
- Process all Accounts Payable
- Ensure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limits
- Maintain certificates of insurance for General Liability and Workers Compensation annual audit
- Ensure that all invoices and purchase orders are approved by appropriate personnel before being processed for payment
- Print and assemble all checks with appropriate backup (invoices) and lien releases to be signed
- Review subcontractor agreements and insurance expiration date before releasing checks
- Obtain appropriate Lien Release paperwork from the vendor prior to releasing checks
- Verify Vendor Federal ID/social security numbers for printing 1099's at year-end
- Experience working in an administrative position in a construction office or similar company
- Excellent project management, analytical, interpersonal, oral and written communication skills.
- Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude.
- Dedicated to superior client service.
- Strong organizational and analytical skills
- Strong attention to detail and good follow-through skills
- Computer savvy and proficient in Microsoft Office products and QuickBooks or like software
- Knowledge of bookkeeping and financial reports
- Committed to professional development
This is an on-site position located in Falmouth. Compensation will depend on experience and includes a stipend for healthcare benefits and paid time off. Additional benefits in process.
ProSearch is proud to be an affirmative action / equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender/sex, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.