Office Manager - Stuart Dean Company

Job Summary

An Office Manager, you will play a crucial role in overseeing and managing the daily operations of our Boston office. You will be responsible for providing leadership and guidance to the office staff, coordinating administrative activities, and ensuring efficient and smooth operations. Additionally, you will be responsible for various financial tasks. Your strong organizational skills, attention to detail, and ability to handle multiple tasks will be essential in this role.

Responsibilities

• Manage and prioritize incoming communication, including emails, phone calls, and mail, and distribute to individuals when necessary.
• Support the needs of all office staff, including providing guidance, support, and training as needed.
• Utilize office machines, such as photocopiers and scanners, and fax machines to maintain or send paperwork.
• Develop and implement office policies and procedures to enhance efficiency and productivity.
• Monitor and manage office supplies, inventory, and equipment, ensuring proper maintenance and availability.
• Support HR functions, such as assisting with onboarding new employees, new hire orientations and maintaining personnel records.
• Maintain a safe and secure working environment, adhering to health and safety regulations.
• Manage accruals and invoice processing for contract work, ensuring accuracy and timeliness.
• Manage billing collections and accounts payable activities, ensuring prompt payment and adherence to financial policies.
• Review contracts to identify important details related to retention, invoicing, and other relevant factors.
• Reconcile financial records to ensure accurate billing and resolve any discrepancies or issues.
• Oversee contract management processes, including tracking contract expiration dates and renewals.
• Collaborate with the finance department to ensure accurate financial reporting and analysis.
• Update relevant information in Salesforce or other CRM systems.
• Handle payroll activities for office salary personnel, ensuring accurate and timely payment, resolving or escalating issues when needed.
• Track and verify hours worked for workers' compensation and insurance purposes, possess or develop an understanding of CCIPs (Contractor Controlled Insurance Programs) and/or OCIPs (Owners Controlled Insurance Programs).
• Ensure that payment requisitions and AIA forms are properly filled out, reviewed, and processed.
• Review and verify maintenance billing, ensuring proper billing practices and retention (holding back payment until the job is completed) are followed.
• Maintain billing spreadsheets and track progress on construction jobs, ensuring accurate and timely billing.
• Collaborate with HR and finance departments to ensure compliance with payroll policies and regulations.
• Assist senior management in preparing reports, presentations, and correspondence.
• Other duties and responsibilities as assigned

Skills & Experience

• High School Diploma required, Bachelor's degree preferred (or equivalent work experience).
• 5 to 7 years of experience as an Office Manager or experience in a similar administrative role, with a focus on financial management.
• Prior experience with basic office accounting processes, human resources processes and transactions, data entry, administrative support, and report creation.
• Proficient in Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Experienced in reviewing, editing, and preparing letters, creating basic reports, and basic billing/invoicing documentation.
• Experience with construction industry practices, including AIA forms, payment requisitions, and maintenance billing.
• Knowledge of workers' compensation and insurance tracking in the construction industry (e.g., OCIP, CCIP).
• Strong organizational and multitasking abilities, with excellent time management skills.
• Exceptional attention to detail and accuracy.
• Proficiency in financial management software and tools.
• Knowledge of contract management principles and best practices.
• Familiarity with payroll processing and related regulations.
• Excellent written and verbal communication skills.
• Leadership and team management skills, with the ability to motivate and mentor staff.
• Bi-lingual English, Spanish, or Vietnamese strongly preferred.