Office Manager

Position (Title): Office Manager

Location: Bedford, TX

Schedule: Monday – Friday; 8:00 A.M. – 5:00 P.M. CST; Some overtime and weekend hours may be required, specifically with project closeouts and month-end deadlines

Position Creation: 10/2026

Last Revised:

Reports To: President; Strong collaboration with Accounting Lead as needed

FLSA Status: Exempt

Objective Summary:

The Office Manager oversees the daily operations of Ark Construction’s Texas Office, keeping the business organized, efficient, professional, and welcoming so our project teams can stay focused on the field. This role plays a vital part in supporting an efficient workplace overseeing and/or supporting office systems and building needs, vendor relationships, administrative workflows, and employee support functions while maintaining a positive, fun, and professional workplace.

A primary focus of the role will be supporting project close-outs. The Office Manager will help assemble close-out packages, collect final lien waivers, release retainage, and ensure required documentation is complete and on time in an effort to drive project closeouts. Day to day, the role will also handle accounts payable and receivable in collaboration with our Accounting lead, maintain current subcontractor compliance, manage office and vendor needs, and serve as the first point of contact for clients, vendors, visitors, and staff.

The Office Manager will work closely with our accounting lead, with bookkeeping responsibilities expected to grow as we build out our accounting function over the next year. The role will also support employee onboarding and offboarding, employee engagement, events, and other administrative needs while handling confidential information with discretion.

Success in this position requires someone who can keep a busy office running smoothly while paying close attention to details, managing frequent interruptions and competing priorities, and staying organized and responsive when time-sensitive needs arise. Above all, we are looking for someone who takes ownership, communicates professionally, creates a welcoming office environment, and makes sure the details behind our projects and people are handled accurately and efficiently.

Primary Responsibilities:

Bookkeeping, AP & AR

· Enter and code vendor and subcontractor invoices to the correct job and cost code; prepare payment runs for approval.

· Verify required lien waivers, insurance certificates, and approved change orders are on file before subcontractor payments are issued.

· Prepare and send monthly progress billings (AIA G702/G703); track receivables, past-due accounts, and retainage by job.

· Reconcile bank and credit card accounts monthly and maintain accurate general ledger records in Acumatica.

· Support payroll, job-cost reporting, and month-end close in coordination with the accounting lead.

· Collect vendor W-9s and prepare year-end 1099s.

Compliance & Records

· Maintain current certificates of insurance, endorsements, subcontract agreements, bonds, and required registrations; monitor expiration dates and coordinate renewals.

· Maintain required Texas statutory lien waiver forms and project compliance documentation.

· Maintain employee files, I-9s, new-hire paperwork, safety training records, and OSHA logs.

· Prepare certified payroll reports for applicable public projects.

Project Close-Outs

· Assemble complete close-out packages, including as-built drawings, O&M manuals, warranties, and punch-list signoffs.

· Collect final unconditional lien waivers from subcontractors and suppliers.

· Prepare final pay applications and follow up on outstanding retainage until released.

· Close out job-cost records and archive completed project files.

Office & Building Management

· Manage office supplies, equipment, phone service, IT vendors, and supplier accounts.

· Coordinate building maintenance, repairs, cleaning, security, utilities, and landlord relationships.

· Maintain organized paper and digital filing systems.

Reception & Administrative Support

· Answer and route the main phone line, greet visitors, and serve as a professional first point of contact for clients, vendors, and guests.

· Prepare letters, contracts, proposals, transmittals, meeting minutes, and other documents using Word and Excel.

· Manage incoming and outgoing mail, deliveries, and general office correspondence.

Qualifications:

Required

· 3+ years of office management, administration or bookkeeping experience, including at least 2 years in a construction or trade-contractor office.

· Hands-on experience with accounts payable, accounts receivable and bank reconciliations in Acumatica, QuickBooks or a similar accounting system.

· Working knowledge of lien waivers, certificates of insurance, retainage and progress billing.

· Strong working knowledge of MS Suite – Outlook, Word, Excel, etc.

· Proven ability to communicate clearly with professionalism and respect.

· High school diploma or equivalent.

Preferred

· Associate or bachelor's degree in accounting, business or a related field.

· Experience with Acumatica (ideally Construction Edition) or other construction software such as Sage 100 Contractor, Foundation or Procore.

· Experience with Texas statutory lien waiver forms and Texas retainage requirements.

· Experience with job costing, AIA pay applications and certified payroll.

· Texas notary public commission, or willingness to obtain one.

Working Conditions:

· Normal office environment with good lighting, temperature and air conditioning/heating. This position requires sitting for long periods. Must be able to lift and move 25lbs and frequent grasping and reaching.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person