Office Manager
Location: East Syracuse, NY 13057
Pay rate: $25.00 per hour
Position Summary
Responsible for managing the company's daily accounting, payroll, accounts payable and receivable, construction project billing, employee records, and administrative functions. This position requires strong organizational skills, accuracy, confidentiality, and the ability to manage multiple responsibilities while meeting financial and project deadlines.
Primary Responsibilities
Accounting & Financial Management
- Maintain company general ledger and QuickBooks records.
- Complete monthly bank and credit card reconciliations.
- Process vendor bills, cut checks, and schedule ACH and online payments.
- Track deposits, expenses, credit card transactions, and company financial activity.
- Maintain accurate accounts payable and receivable records.
- Monitor customer payments, outstanding invoices, and vendor statements.
Payroll & Payroll Reporting
- Process bi-weekly payroll for hourly and salaried employees.
- Calculate wages, overtime, bonuses, deductions, and prevailing wages.
- Prepare and submit certified payroll reports.
- Maintain payroll records and prepare quarterly and annual payroll reports, including 941s, 940s, W-2s, and W-3s.
- Process quarterly bonuses and 401(k) contributions.
- Maintain PTO, bereavement, and employee payroll records.
Construction Project Billing & Administration
- Prepare customer invoices, AIA billing (G702/G703), and retainage tracking.
- Prepare and submit lien waivers, affidavits, and other required project documentation.
- Coordinate billing requirements, adjustments, and payment inquiries with general contractors.
- Manage project reporting, labor rate worksheets, and workforce utilization reports.
- Maintain and submit required documentation through construction management and payment platforms, including Textura, Procore, GC Pay, Spectrum, and LCP Tracker.
Human Resources & Employee Administration
- Maintain employee personnel files and prepare new-hire paperwork.
- Administer health insurance deductions and workers' compensation wage reporting.
- Maintain retirement contribution records and annual profit-sharing census information.
- Coordinate annual employee performance reviews in December.
- Maintain and update the employee handbook.
- Track employee PTO and leave balances.
Taxes & Compliance
- Prepare and file quarterly sales tax returns.
- Process quarterly Pass-Through Entity Tax (PTET) estimated payments using information from the tax accountant.
- Compile annual tax documents and coordinate with the outside tax accountant.
- Maintain required financial, payroll, and tax records.
Additional Administrative Responsibilities
- Maintain inventory records for resale items and record sales in QuickBooks.
- Provide notary services for company and project-related documents.
- Prepare expense reports and maintain organized company records.
- Assist with annual year-end filing and records retention.
Qualifications & Expectations
- Strong knowledge of QuickBooks, bookkeeping, and payroll processing.
- Experience with construction billing, AIA documents, lien waivers, and certified payroll.
- Familiarity with payroll taxes, employee benefits, and accounting procedures.
- Proficiency with online construction management and payment platforms.
- Excellent organizational skills, attention to detail, and time management.
- Ability to maintain confidentiality and manage multiple deadlines independently.
- Must be a notary