What are the responsibilities and job description for the Office Manager position at Regan Heating?
Office Manager/Administrator needed for a busy HVAC office!
This position is for a multitasker who can wear many different hats throughout the day. The ideal candidate must have a minimum of 3 years experience working in the construction industry (HVAC construction preferred).
Details of Duties and Responsibilities:
- Answer phone lines and checking voicemail
- Customer Service - greeting clients and visitors
- Data entry and filing
- Support multiple project managers
- New job set ups and project close outs
- Manage Accounts Payable
- Prepare timely and complete financial statements (monthly, year-end, etc) and other reporting
- Enter time sheets and process weekly payroll (Certified Payroll)
- Accounts Receivable - Prepare and manage the company's invoicing process to its customers to ensure timely billing
- Request lien waiver from supplier/vendors
- Recording office expenditures and managing the budget
- Prepare subcontracts and change orders
- Document reproduction
- Sorting and delivering mail, including processing of express/overnight packages
- Update and maintain associate directories and phone lists
- Maintain office equipment and office supplies
Requirements: The requirements listed below are representative of the knowledge, skill and ability required to fulfill this position:
- Previous accounting and construction experience
- Excellent written communication skills
- Communicate in a clear, friendly, professional, and proactive manner
- Work well with all levels of internal management and staff
- Ability to multi-task, follow through and meet deadlines
- Microsoft Office (Excel and Word) - Intermediate to advanced in Quickbooks
- Knowledge of AIA documents (G702-G703) sworn statements and lien waivers
- Valid driver's license
Preferred:
- Quickbooks Accounting Software and Certified payroll experience
- Construction Administrative Experience
- Multilingual: Spanish or Polish
Job Type: Full-time
Pay: Up to $25.00 per hour
Benefits:
- Paid time off
Schedule:
- 8 hour shift
Education:
- Bachelor's (Preferred)
Experience:
- office management: 3 years (Preferred)
Work Location: One location
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