The Office Manager is a self-directed role that supports both the administrative office (including finance, HR, and IT) and the Company’s operational areas in a multi-entity construction, retail, and aggregates business. This role is responsible for efficiently running the office day to day and handling a range of routine and ad-hoc support tasks in payroll, accounting, billing, and collections. Preference is given to candidates with strong accounting, finance, or bookkeeping backgrounds. The right candidate is organized, reliable, comfortable owning a wide range of tasks, and energized by the responsibilities that come with supporting multiple functional areas.
Key Responsibilities
- Manage the office – order and restock supplies, coordinate and manage related vendors, and keep the workplace running smoothly.
- Serve as the first point of contact for customers and vendors, whether on-site, by phone, or via email.
- Process and manage daily tickets from source systems for use in weekly invoicing.
- Prepare and process billing across entities, ensuring charges are accurate, timely, and properly supported by tickets or other documentation.
- Help manage customer receivables, including aging review and customer account maintenance.
- Lead collection efforts on past-due accounts, communicating directly with customers and escalating issues as needed.
- Manage new customer accounts, including credit applications, tax-exempt certificates, and required customer documentation.
- Support accounts payable, including invoice review, coding, and vendor inquiries.
- Collect and track vendor and subcontractor compliance documents, including certificates of insurance, W-9s, and similar documents as needed.
- Prepare and submit certified payroll reports for prevailing wage projects in Massachusetts and Connecticut as needed.
- Prepare other recurring payroll reports as required by agencies, unions, customers, and internal stakeholders.
- Support HR administration, including new-hire paperwork, I-9 verification, benefits enrollment, and maintenance of confidential personnel files.
- Serve as the primary point of contact with the Company’s IT managed service provider for staff-facing support, including coordinating access, equipment, and onboarding needs.
- Track renewals and filings for business licenses, contractor registrations and prequalifications, vehicle registrations, IFTA, and insurance policies.
- Support operations, contracting, and other business functions with administrative needs, reporting, and special projects.
Required Qualifications
- Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent experience.
- 5+ years of experience in office management or a senior administrative role.
- Comfort working with numbers and handling billing, receivables, and payables tasks with accuracy and speed.
- Ability to problem-solve autonomously or comfort recommending improvements or solutions that address specific problems.
- Strong organizational skills and the ability to juggle accounting and administrative priorities without dropping either.
- Discretion and sound judgment in handling confidential information.
- Comfort making decisions with imperfect information or when the outcome carries some degree of risk.
- Proficiency in Microsoft Excel and general comfort with accounting software and technology.
- Willingness to learn payroll processing, including certified reports.
- Professional written and verbal communication skills.
Preferred Qualifications
- Accounting or finance experience, including accounts receivable, collections, and payables.
- Familiarity with Massachusetts and Connecticut prevailing wage and certified payroll requirements.
- Experience with Trimble Viewpoint Vista or another construction ERP.
- Experience in construction, paving, aggregates, or another project-based industry.
- Experience working with outside vendors, including contract negotiation, renewals, and general management.
What Success Looks Like
- The office runs smoothly, with supplies stocked and staff IT issues resolved quickly through the managed service provider.
- You work without significant direction and make reasonable decisions on the fly with minimal oversight.
- Billing is completed weekly, on time, with minimal corrections required after invoices are issued.
- Receivables aging improves, with past-due balances actively worked and fewer accounts going stale.
- Certified payroll and other payroll reports are filed on time and without errors or agency follow-up.
- Licenses, registrations, insurance certificates, and vendor compliance documents stay current, with no lapses.
- Operations, contracting, and other departments look to you timely, dependable administrative support.
Ted Ondrick Materials Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
