Apex Green Roofs, a design/build green roof and landscape specialty contracting company based in Newbury MA is actively searching for an experienced commercial construction office manager to join their team. Starting on a part time basis with the ability/desire for a flexible schedule. We are a seasonal business and our needs fluctuate according to work-flow.
Office Manager Job Responsibilities:
Provide support for company operations by maintaining office systems and supervising staff. Team player with strong leadership skills and demonstrated ability within the commercial construction industry to effectively manage accounts payable/receivable, payroll, track project expenses, contract management. Must be detail-orientation, self-motivated, a positive attitude, strong people skills and understand entrepreneurial aspects of a small business.
Office Manager Job Duties
- Maintains office operations and procedures; email and phone correspondence; keep organized electronic and hard copy filing systems
- Ability to assist estimating services: working under direction of owner per project specifications update cost sheets with current material pricing, labor rates and other job related costs. Prepare quote package for both commercial and residential clients.
- Manage timesheets and payroll: work with owner and construction manager to ensure employees accurately report hours, materials used on-site and exact location. Accuracy on project timesheets is crucial for concise billing, tracking change orders from original project scope and provides back-up when requested by client.
- Manage accounts receivable and accounts payable; all projects expenses need to be accurately tracked. The office manager will be responsible for all vendor invoices sent via email or mail. Accounts receivable must be timely and follow the appropriate format for commercial contracts versus residential.
- Maintain procedures for retention, protection, retrieval, transfer, and disposal of records. All financials must be organized and handed off to the bookkeeper at regular intervals.
- Manages insurance policies as needed and guided by insurance broker. Monthly insurance policy bills must be paid on time. Policy renewals start in the spring. Work with the owner to provide renewal information as needed. Provide clients with updated Certificates Of Insurance (COI) promptly when requested.
- Support any safety programs or concerns with employees per company policy when needed/requested by construction manager or owner. All employees must complete the online OSHA training. Occasionally employees will need temporary or annual certification to operate specific equipment. Coordinate and track all employee safety training. Must be able to provide proof to client employees are OSHA certified.
- Enrolling new employees by making sure W4 forms are accurately completed; arranging payment options such as direct deposit.
- Familiarity with union labor beneficial: some projects require adding union labor. Will need to check with union on individual pay rates and benefit deductions. Manage union benefit charges on a monthly basis as needed.
- Support our green roof maintenance specialist with scheduling, client correspondence, billing, and accurately maintain internal spreadsheet that tracks all hours spent on each green roof maintenance client, all updated client contact information and progress billing.
- Provide various support for vehicle fleet maintenance, employee credit cards, office supplies, job materials, etc.
Job Types: Full-time, Part-time
Pay: $22.00 – $35.00 per hour
Expected hours: 15 – 40 per week
Benefits:
- Flexible schedule
Schedule:
- Monday to Friday
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative experience: 1 year (Preferred)
Ability to Commute:
- Newbury, MA 01951 (Preferred)
Ability to Relocate:
- Newbury, MA 01951: Relocate before starting work (Preferred)
Work Location: Hybrid remote in Newbury, MA 01951