Office Manager - Irex Services

Advanced Specialty an Irex Company is hiring for an Office Manager in Maryland.

Position Summary:

The Office Manager handles administrative functions for a construction operations team that includes a Branch Manager and multiple Account / Project / Construction Managers, along with their field workforce. Core responsibilities include payroll, billing, collections, maintaining employee, customer, and job-related information, and supervising any other branch administrative personnel.

In addition to supporting the branch team, this position interfaces with customers, vendors, craft employees, and regional and corporate offices, and is often considered the “glue” role that keeps everything running smoothly. Successful Office Managers excel at communication, organization, and prioritization, and are comfortable working with accounting and filing systems.

Essential Duties and Responsibilities:

• Prepare hourly payroll weekly, including collecting timesheets, entering data into the payroll system, and ensuring that hours and pay rates are accurately charged to the correct codes
• Set up jobs in the accounting system and update job-related information as needed
• Work with Account Managers to ensure that customers are invoiced promptly and accurately
• Track open accounts receivable and work with customers and the corporate credit department to resolve payment issues in a professional manner
• Assist with the preparation of proposals, quotations, and other customer correspondence
• Keep job-related documentation organized and up to date in paper & electronic job folders
• Ensure that all new employees complete required employment documentation (I-9s, W-2s, etc.)
• Maintain employee files, including up-to-date construction certifications (required training, etc.)
• Ensure that subcontract agreements are prepared for all subcontractors and that proof of insurance and any other prequalification requirements are in order
• Order office supplies and coordinate maintenance of office equipment
• Answer phones and greet visitors to the office.
• Supervise any branch administrative support employees, including providing training, managing their performance, and setting performance expectations and individualized goals.
• Other duties as assigned.

Skills and Abilities:

• Strong organization skills with attention to detail
• Able to multi-task, work under pressure, and meet deadlines
• Able to work independently while also being a team player
• High level of professionalism with excellent verbal and written communication skills
• Able to follow company policies and procedures, and help improve them over time
• Able to work with data in Microsoft Excel and Accounting / Payroll systems

Education/Experience:

• 5-10 years of work experience in an administrative role.
• Experience with JD Edwards Enterprise One or similar ERP system, preferred.
• Construction office experience, including familiarity with AIA progress billing formats, preferred.
• High School Degree or equivalent, required. Associate’s or Bachelor’s degree in accounting, business administration, or related field preferred.
• Notary Public certification, or willingness to obtain it with the company’s support.

The duties and responsibilities described above are not a comprehensive list. Additional tasks may be assigned to the employee from time to time; the scope of the job may change as necessitated by business demands.