Construction Office Manager

Position Summary

The Office Manager oversees daily administrative and financial functions, including accounting support, contracts, payroll, purchasing, and office operations. This role requires an organized, dependable professional who manages competing priorities independently and coordinates with project management, accounting, purchasing, field, and leadership teams.

Key Responsibilities

Accounting and Financial Administration

• Manage accounts receivable, including customer invoicing, AIA progress billing, deposits, retainage, payment tracking, and collection of past-due balances through final payment.
• Support accounts payable through invoice review, coding, approvals, and payment processing; coordinate subcontractor payments according to contracts and company procedures.
• Reconcile company credit cards and maintain accurate financial records, receipts, and supporting documentation.

Contracts and Project Administration

• Oversee customer and subcontractor contract administration, maintaining files, amendments, change orders, and required compliance documentation.
• Track contract deadlines and coordinate with Project Managers and accounting to complete documentation and billing requirements accurately and on time.
• Coordinate warranties, project closeouts, lien waivers, and final releases of lien.

Payroll and Compliance Oversight

• Review timekeeping and payroll documentation for accuracy and timely submission; coordinate with management and payroll/accounting to resolve discrepancies and compliance issues.
• Maintain working knowledge of Davis-Bacon, prevailing wage, and certified payroll requirements, and assist with required payroll and compliance records.

Purchasing and Vendor Administration

• Oversee purchasing administration with procurement staff; monitor purchase orders and material, equipment, and supply deliveries, following up on delays.
• Maintain vendor records, agreements, and certificates; help resolve invoice, order, and payment discrepancies.
• Administer equipment and machine leases and coordinate renewals before expiration.

Office Administration

• Oversee daily office operations, mail, correspondence, and electronic and physical filing systems.
• Provide notarial services for company documents as needed.
• Coordinate administrative support across departments, assist management with special projects, and improve procedures and standard operating procedures.
• Protect confidential payroll, financial, employee, customer, and contract information.

Qualifications and Experience

• Five or more years of office, accounting, construction, or similar administration experience preferred; experience in construction, specialty contracting, manufacturing, or another project-based business strongly preferred.
• Experience with AR/AP, AIA payment applications, collections, retainage, deposits, subcontractor payments, credit card reconciliations, and financial recordkeeping.
• Working knowledge of contract administration, lien waivers, warranties, and construction closeouts; experience coordinating subcontractor compliance documentation preferred.
• Experience administering or overseeing payroll; knowledge of Davis-Bacon, prevailing wage, and certified payroll, and experience supporting government or prevailing wage projects strongly preferred.
• Current Notary Public commission or ability to obtain and maintain one.
• Proficiency in Excel, Word, Outlook, and accounting/ERP software; familiarity with construction accounting and project-management systems preferred.
• Strong organization, document management, communication, and attention to detail; ability to meet deadlines, work independently, exercise sound judgment, and follow through on outstanding items.
• Strong problem-solving skills and ability to improve administrative processes and resolve issues proactively.

What Success Looks Like

Accurate records, timely billing and collections, appropriate subcontractor payments, organized contracts and closeouts, reliable payroll support, and monitored purchasing activities give leadership confidence that administrative requirements and deadlines are being met.

Hercules is an Equal Opportunity Employer as to all protected groups, including veterans and individuals with disabilities