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Open nowPosted 13 hours ago

Office Manager - Construction

Cogent Analytics169 open roles

Pay
$18 – $22 an hour
Where
Cumberland , MD
Work mode
On site
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Your applicationOpen nowOffice Manager - ConstructionCogent Analytics · Cumberland , MD

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The clock on this job

Early applications get read.

8.0% of postings close within 7 days. Measured by our own scanner across the market. Cogent Analytics postings stay open a median of 3 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 8.0%7 days
  4. 15.0%14 days
  5. 34.2%30 days
This job: posted 13 hours ago

Cogent Analytics median: 3 days open

The posting

Position Summary

The Office Manager / Bookkeeper is responsible for the day-to-day execution of the accounting, financial reporting, and office administration functions for Steeple Town Enterprises and its related entities. This is a full-time, on-site position of 40 hours per week, reporting directly to the Owner.

Qualifications

  • Maintain accurate and current Accounts Payable records in Sage 50 for each company entity.
  • Verify every vendor and subcontractor invoice against purchase orders, delivery confirmations, and project records before entry.
  • Ensure all transactions are properly coded to the correct entity, job, and general ledger account, and are supported by documentation.
  • Prepare and issue customer invoices, progress billings, and final invoices in coordination with the Construction Coordinator and sales staff.
  • Record cash receipts according to established procedures and prepare bank deposits as needed.
  • Manage the bank draw request process, including requesting draws, creating invoices, and providing lender documentation as required.
  • Monitor A/R aging and communicate professionally with customers regarding outstanding balances and collections.
  • Escalate past-due accounts and billing disputes to the Owner promptly.
  • Record and reconcile daily financial transactions
  • Prepare General Journal entries, including accruals, adjustments, and intercompany entries between entities.
  • Complete monthly bank, credit card, and balance sheet account reconciliations in an audit-ready format.
  • Identify and resolve discrepancies, and escalate concerns to the Owner as needed.
  • Assist with payroll processing, including collecting and verifying employee time records.
  • Ensure payroll is processed accurately and on time and is properly recorded in the accounting system.
  • Maintain payroll records and support payroll tax filings in coordination with the Owner and external partners.
  • Prepare and maintain the weekly cash flow report.
  • Support budget preparation and forecasting activities with the Owner and external partners.
  • Monitor upcoming payables, receivables, and draw requests to help the Owner manage cash needs.
  • Ensure project expenses, receipts, and invoices are coded accurately to jobs.
  • Prepare labor burden and overhead absorption reporting as directed.
  • Support the Owner and Project Manager with job cost information as requested.
  • Answer the telephone and greet visitors professionally, providing information and relaying messages.
  • Route matters requiring action to the appropriate person and follow up to ensure completion.
  • Return all calls and messages within one business day, and within two hours whenever possible.
  • Log incoming leads in Pipedrive or the company-designated system and assign job numbers.
  • Maintain accurate customer, lead, and vendor information in company systems.
  • Maintain organized customer and company files, both electronic and paper, that are readily accessible.
  • Oversee the day-to-day operation of the office to ensure it runs efficiently and professionally.
  • Order and maintain office supplies and manage office equipment, vendor, and service accounts.
  • Maintain company records and filing systems, including document retention.
  • Maintain a clean, organized, and professional office environment.

Qualifications

  • Associate's degree in accounting, business, or a related field, or equivalent experience; high school diploma or GED required.
  • Minimum 1 year of Accounts Payable / Accounts Receivable experience with a focus on financial reporting.
  • Minimum 1 year of experience in a customer- or client-facing role.
  • Minimum 1 year of experience in a self-directed role with accountability for results.
  • Proficiency in Sage 50 (Peachtree) and Microsoft Excel; working knowledge of Microsoft Word and Office.
  • Strong understanding of accounting principles and managerial and financial reporting.
  • Experience with multi-entity accounting, construction job costing, or managerial accounting is preferred.
  • High attention to detail, strong organizational skills, and the ability to manage multiple priorities.
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