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Open nowPosted 80 days ago

Office Manager

TheConnections5 open roles

Where
Brooklyn, NY
Work mode
On site
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Your applicationOpen nowOffice ManagerTheConnections · Brooklyn, NY

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

  4. CV RocketApplied on TheConnections's own form.

The reply lands in your private mailbox

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The clock on this job

Early applications get read.

11.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.4%3 days
  3. 11.8%7 days
  4. 18.5%14 days
  5. 35.5%30 days
  6. 45.1%60 days
This job: posted 80 days ago

The posting

Position Summary

We are hiring a full-time Office Manager to run the day-to-day office operations at our Brooklyn headquarters. This is

not a junior role - we need an experienced professional who can hit the ground running and take full ownership of

QuickBooks, accounts receivable, certified payroll, insurance / COI coordination, and general office administration for

an active $15M+ revenue commercial HVAC contractor

Non-Negotiable Requirements

• 5+ years of office management or bookkeeping experience specifically in a Commercial HVAC or MEP

(Mechanical / Electrical / Plumbing) contracting company

• Active New York State Notary Public commission (or ability to obtain within 30 days of hire)

• Advanced proficiency in QuickBooks Online (full AR/AP cycle, reconciliations, reporting)

• Hands-on experience with certified payroll (Form PW-3) for prevailing wage projects

• Direct experience managing Certificates of Insurance (COIs) and working with insurance brokers on renewals

and audits

• Fluent professional English (spoken and written)

Key Responsibilities

QuickBooks & Accounts Receivable (Primary)

• Own all QuickBooks Online transactions, invoicing, payments, and reconciliations

• Manage Accounts Receivable end-to-end - invoicing, aging reports, collections follow-up

• Prepare monthly AR reports for CEO review

• Coordinate with Project Managers on billing status and payment tracking

Accounts Payable

• Process vendor and subcontractor invoices

• Coordinate lien waivers, W-9s, and supporting documents

• Reconcile vendor statements

• Manage payment runs with CEO approval

Payroll & Certified Payroll

• Support weekly payroll processing (working with our payroll provider)

• Prepare certified payroll (Form PW-3) for prevailing wage projects

• Maintain accurate employee records, wages, deductions, direct deposit

• Handle new-hire onboarding paperwork and offboarding

Insurance & Certificate of Insurance (COI) Coordination

• Manage all COI requests from General Contractors and owners

• Maintain a log of active COIs and renewal dates

• Coordinate with our insurance broker (EPIC / others) on renewals, additions, and audits

• Track Workers' Compensation, General Liability, Auto, and Umbrella policies

Notary Services

• Notarize lien waivers, pay applications, subcontract documents, and other project documentation as required by

GCs

• Maintain notary journal and stamp in accordance with New York State law

Office Administration

• Answer the office phone, greet visitors, route calls and messages

• Order and manage office supplies and equipment inventory

• Maintain organized digital and physical filing systems

• Schedule and coordinate internal office meetings

• Support onboarding of new hires (office and field)

• Assist with travel coordination and expense tracking

GC / Client Coordination

• Serve as a professional point of contact for GC accounting departments (billing questions, W-9s, insurance, lien

waivers)

• Manage vendor onboarding paperwork

• Support Project Managers with document preparation and submission

Preferred Qualifications

• Experience with NYC / NJ commercial construction General Contractors (Structure Tone, Turner, Skanska, JRM,

Clune, Consigli, Kajima, and similar)

• Familiarity with construction platforms: Procore, GCPay, Textura, Bluebeam

• Experience with AIA billing (G702 / G703) submission and support

• Bilingual (English / Russian or English / Spanish) is a plus

• Prior experience with COI compliance platforms (myCOI, COITRAK)

• NJ Notary Public commission (in addition to NY)

• Understanding of NJ / NY Prompt Payment Acts and lien processes

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  1. A CV for this posting

    Written against TheConnections's own wording, from every piece of relevant proof in your profile.

  2. 25 readers review it

    Recruiter, hiring manager, skeptic and more read every draft, round after round. You get the best round.

    The review screen in CV Rocket: how each CV was read, round by round.

  3. We apply on TheConnections's form

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    An application in CV Rocket: every answer filled in on the employer's form.

  4. Every reply, sorted

    TheConnections's answer lands in your private mailbox, and we classify it on arrival: interview, question, rejection.

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  5. Reply with AI

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