We are seeking a highly organized, detail-oriented, and dependable Office Manager to oversee the company's day-to-day administrative, accounting, payroll, reporting, and human resources support functions.
The ideal candidate will have strong experience with QuickBooks Desktop, QuickBooks Payroll, Excel, professional correspondence, HR administration, and construction-related billing support. This position requires someone who can work independently, maintain confidentiality, manage multiple priorities, and ensure accurate and timely completion of financial and administrative responsibilities.
Experience in the construction or manufacturing industry and familiarity with AIA billing documents is strongly preferred.
Key Responsibilities:
Daily/As Needed
- Enter and process Accounts Payable (AP) invoices
- Manage billing and Accounts Receivable (AR) entries
- Calculate and record inventory adjustments
- Prepare and maintain financial and operational reports
- Provide administrative and accounting support to company leadership
- Assist with onboarding new employees
- Perform job costing and related financial tracking
- Input and maintain purchase orders
- Electronically file and organize company documents
- Perform online banking tasks and transactions
- Track and manage employee vacation hours and time-off requests
Weekly
- Enter and process payroll and corresponding FICA tax obligations
- Process AP bill payments
- Generate and review reports related to purchase orders, AP, and AR
- Meet with the President to review AP and AR activity, outstanding balances, and cash flow needs
Monthly
- Prepare, submit, and pay Michigan payroll liabilities and Michigan sales tax
- Reconcile physical inventory counts with QuickBooks records
- Reconcile monthly bank statement
- Generate and maintain monthly P&L statements, balance sheets, and purchase order reports
- Review financial records for accuracy and identify discrepancies or items requiring attention
Quarterly
- Prepare and submit applicable quarterly tax and regulatory filings, including Form 940, Form 941, MESC filings, FTE reporting, Maryland withholding filings, Maryland unemployment filings
Annually
- Prepare and distribute employee W-2 forms and vendor/subcontractor 1099 forms
- Prepare and submit the annual Michigan sales and withholding return
- Upload W-2 and 1099 information to the State of Michigan
- Prepare and submit annual Maryland payroll tax forms
- Gather and upload all required year-end documentation and reporting requirements to the accountant
- Assist with year-end financial and administrative closeout activities
