Office Manager

Direct Hire Falmouth, Maine

• Location: Falmouth, Maine
• Type: Direct Hire
• Job #19687

• Monitor all paperwork associated with our construction projects: contracts, change orders, AP/AR, invoicing, etc.
• Assist Project Manager with monitoring projects & change orders and making sure that they are on schedule and on budget
• Make sure all employee files are up to date & that new hires complete all necessary paperwork
• Generate cash flow reports & be responsible for bookkeeping using QuickBooks
• Generate reports using Microsoft Excel
• Communicate with customers and vendors via email and phone
• Prioritize work and manage multiple moving parts successfully
• Create/Set up files for; customers, vendors, contractors, and employees
• Post recurring entries
• Create any new accounts as needed
• Routinely review financials for accuracy
• Prepare special reports as requested
• Compile information for annual general liability and workers' compensation insurance audit information
• Compile year-end audit material and tax information for outside accountants
• Work with Vendors and Project Managers to resolve pricing differences on invoices and resolve any expense that does not have a purchase order
• Perform all banking functions
• Process all Accounts Payable
• Ensure all vendors have submitted a W-9 form and current Certificate(s) of Insurance with the appropriate limits
• Maintain certificates of insurance for General Liability and Workers Compensation annual audit
• Ensure that all invoices and purchase orders are approved by appropriate personnel before being processed for payment
• Print and assemble all checks with appropriate backup (invoices) and lien releases to be signed
• Review subcontractor agreements and insurance expiration date before releasing checks
• Obtain appropriate Lien Release paperwork from the vendor prior to releasing checks
• Verify Vendor Federal ID/social security numbers for printing 1099's at year-end

• Experience working in an administrative position in a construction office or similar company

• Excellent project management, analytical, interpersonal, oral and written communication skills.
• Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude.
• Dedicated to superior client service.
• Strong organizational and analytical skills
• Strong attention to detail and good follow-through skills
• Computer savvy and proficient in Microsoft Office products and QuickBooks or like software
• Knowledge of bookkeeping and financial reports
• Committed to professional development