Office Manager

Want to be part of one of the country's fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we're growing every day!

We think BIG about solving the world's toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

The Office Manager is responsible for supporting daily office operations, accounting functions, project administration, and administrative support activities. This role works closely with Operations, Accounting, Project Management, and HR to ensure efficient office coordination and accurate administrative processes across the business.

The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced construction environment. This position supports accounts payable, project documentation, office administration, employee support functions, and general operational support.

Key Responsibilities

• Provide daily administrative support for office and operational teams

• Manage front office activities including phones, visitors, mail, filing, and office organization

• Assist with accounts payable including invoice entry, coding, matching receipts, vendor communication, and tracking approvals

• Support project administration including project setup, project files, subcontractor documentation, compliance tracking, and document management

• Assist with purchase orders, vendor setup, subcontractor paperwork, and project-related administrative tasks

• Maintain organized electronic and physical filing systems for accounting, HR, and project documentation

• Assist with payroll and timecard collection processes as needed

• Support onboarding paperwork, employee files, new hire coordination, and general HR administrative support

• Coordinate office supplies, equipment, and general office needs

• Support data entry, reporting, document preparation, and operational tracking activities

• Assist Project Managers, Operations, Accounting, and leadership teams with administrative requests and project support

• Maintain confidentiality regarding employee, payroll, financial, and company information

• Support additional office, accounting, and administrative functions as assigned

• Previous administrative, accounting, AP, project administration, or office support experience preferred

• Construction industry experience preferred

• Experience with accounts payable, invoice processing, certified payroll support, or project administration preferred

• Strong organizational and multitasking skills

• Strong communication and customer service skills

• Proficient in Microsoft Office Suite including Word, Excel, Outlook, and Teams

• Experience with Spectrum or other accounting/construction management software preferred

• Ability to work independently and in a team environment

• High attention to detail and accuracy

• Ability to manage multiple priorities in a fast-paced environment