Office Manager

The Office Manager is responsible for overseeing and managing the daily administrative, financial, technical, and operational functions of the company. This position ensures that office operations run efficiently, financial records remain accurate, technology systems function properly, and administrative responsibilities are completed accurately and on time.

The Office Manager serves as a central point of coordination between ownership, employees, consultants, vendors, clients, and construction teams. This role requires a highly organized, detail-oriented, and resourceful individual who can independently manage multiple responsibilities, prioritize deadlines, resolve operational issues, and support the overall success of the company.

Key Responsibilities

1. Office & Business Management

• Oversee daily office operations and administrative functions.
• Develop and maintain office procedures, policies, and organizational systems.
• Coordinate communication between ownership, employees, clients, consultants, and vendors.
• Manage business documentation, administrative correspondence, and company records.
• Coordinate office maintenance, supplies, equipment, and vendor services.
• Assist ownership with business planning and operational improvements.
• Address day-to-day office needs and resolve administrative issues.

2. Accounting & Financial Administration

• Manage accounts payable (AP), including processing, coding, and scheduling vendor invoices.
• Manage accounts receivable (AR), including preparing invoices, tracking payments, and following up on outstanding balances.
• Prepare and issue invoices for architectural services, construction projects, and additional services.
• Monitor project budgets, expenses, consultant fees, and client payments.
• Reconcile bank accounts, credit cards, and financial transactions.
• Maintain accurate financial records and supporting documentation.
• Prepare financial reports, expense summaries, and cash flow information for ownership.
• Track intercompany transactions, reimbursements, and transfers.
• Assist with month-end and year-end accounting procedures.

3. Payroll, Employee Administration & Time Tracking

• Process employee payroll accurately and on schedule.
• Review employee timesheets, work hours, overtime, leave, and payroll adjustments.
• Manage employee time-tracking systems and ensure hours are assigned to the correct projects.
• Maintain employee payroll records and confidential personnel documentation.
• Assist with employee onboarding and offboarding.
• Coordinate employee benefits, including health insurance, retirement plans, and other benefits.
• Track employee leave balances and time-off records.
• Prepare labor cost and employee utilization reports.

4. Tax Filing & Business Compliance

• Prepare and file applicable sales and use tax returns.
• Track taxable and non-taxable transactions.
• Coordinate payroll tax reporting and verify required payments.
• Maintain company registrations, business licenses, and renewal schedules.
• Monitor filing deadlines and maintain compliance documentation.
• Coordinate with accountants and tax professionals as needed.

5. Information Technology & Software Management

• Manage daily office IT operations and provide technical support.
• Maintain computers, printers, servers, networking equipment, and other technology.
• Troubleshoot common hardware, software, internet, and network issues.
• Manage software subscriptions, licenses, renewals, and user accounts.
• Maintain company email, cloud storage, shared drives, and backup systems.
• Manage employee access permissions and assist with cybersecurity procedures.
• Coordinate software installation, updates, equipment purchases, and replacements.
• Maintain an inventory of company technology and software.

6. File Management & Document Control

• Organize and maintain digital and physical filing systems.
• Manage project files, financial records, contracts, employee records, and administrative documentation.
• Establish consistent file naming and document storage procedures.
• Maintain shared drives and employee access permissions.
• Ensure proper document retention, archiving, and retrieval.
• Maintain confidentiality and security of company records.
• Support project teams with document organization and file management.

7. Construction Administration & Project Support

• Provide administrative support for architectural, interior design and construction projects.
• Prepare and process contracts, purchase orders, change orders, invoices, and payment applications.
• Track construction budgets, subcontractor payments, vendor invoices, and project expenses.
• Assist with preparing project cost reports and financial summaries.
• Maintain project correspondence, proposals, contracts, and supporting documentation.
• Assist with RFIs, submittal logs, and other construction documentation.
• Coordinate administrative communication with contractors, subcontractors, consultants, and clients.
• Track project billing schedules, payments, and outstanding balances.
• Maintain insurance certificates, lien waivers, and contractor compliance documentation.

8. Banking, Insurance & Vendor Management

• Monitor business bank accounts, deposits, withdrawals, and financial transactions.
• Coordinate authorized banking transactions, transfers, and payments.
• Maintain banking records and assist with reconciliations.
• Communicate with financial institutions and business service providers.
• Track business insurance policies, premiums, and renewal deadlines.
• Coordinate insurance certificates and policy documentation.
• Maintain vendor accounts, service agreements, and payment records.
• Review recurring expenses and service contracts.

9. Office Equipment & Facility Maintenance

• Coordinate maintenance and repairs of printers, copiers, computers, and office equipment.
• Preform routine equipment service and maintenance.
• Maintain service agreements, warranties, and replacement schedules.
• Manage office supplies and purchasing.
• Pay office utilities, facility maintenance, and general repairs.
• Ensure office equipment and workspaces remain functional and properly maintained.

10. Administrative & Executive Support

• Provide administrative and operational support to company ownership.
• Prepare business correspondence, reports, forms, and internal documentation.
• Assist with proposals, contracts, presentations, and business submissions.
• Coordinate meetings, appointments, and administrative deadlines.
• Assist with special projects and company initiatives.
• Identify and resolve operational and administrative issues.
• Perform additional office, financial, technical, and administrative duties as needed.

Qualifications & Experience

Required Qualifications

• Experience in office management, business administration, accounting, or a related position.
• Knowledge of accounts payable, accounts receivable, payroll, and financial recordkeeping.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with accounting, payroll, and time-tracking software.
• Strong computer skills and IT troubleshooting abilities.
• Excellent organizational, communication, and problem-solving skills.
• Ability to manage multiple responsibilities and meet deadlines independently.
• Strong attention to detail and ability to handle confidential information.

Preferred Qualifications

• Experience in an architecture, engineering, construction, or design-build company.
• Familiarity with construction accounting, job costing, and project invoicing.
• Experience with Wave, QuickBooks, Gusto, Clockify, or similar software.
• Knowledge of construction contracts, change orders, payment applications, and lien waivers.
• Experience managing office technology, software subscriptions, and file-sharing systems.
• Familiarity with Texas sales and use tax reporting.
• Experience with employee benefits and business insurance administration.

Key Skills & Competencies

• Office and business administration
• Financial recordkeeping and bookkeeping
• Financial forcasting
• Payroll processing and time tracking
• Information technology and troubleshooting
• Construction administration and project accounting
• Document and file management
• Vendor and contract coordination
• Organization and time management
• Independent problem-solving
• Confidentiality and professional judgment
• Adaptability and multitasking

Position Expectations

The Office Manager is expected to take ownership of the company's day-to-day office, financial, technical, and administrative responsibilities, ensuring that essential business functions are completed efficiently, accurately, and on schedule.

The position requires the ability to work independently, anticipate company needs, establish priorities, and coordinate solutions with minimal supervision.

The Office Manager is responsible for supporting the overall functionality of the business and ensuring that ownership and employees have the administrative, financial, and technical resources necessary to perform their work effectively.

Additional Duties: This job description is intended to outline the primary responsibilities of the position and is not an exhaustive list. The Office Manager may be assigned additional duties reasonably related to company operations, administration, financial management, technology, or project support as business needs evolve.

Pay: $45,000.00 - $80,000.00 per year

Benefits:

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

Work Location: In person