Office Manager

At Clancy & Theys, we don't just build projects - we build trust, teams, and communities, guided by our four core values: Safety, Stewardship, Passion, and Collaboration.

We're looking for a proactive, detail-oriented, and financially savvy Office Manager to join our Wilmington, NC office. This role blends office management, project accounting, and construction administration, with a strong emphasis on financial operations and the project pay application process. The ideal candidate is highly organized, resourceful, and comfortable managing multiple priorities while supporting the financial health and administrative success of active construction projects - The Clancy Way.

Principal Duties and Responsibilities

Office Management

• Manage daily office operations including supplies, vendors, facility needs, and general administrative functions.
• Serve as the primary point of contact for visitors, phone calls, and internal office support requests.
• Coordinate office meetings, events, travel arrangements, and internal communications.
• Provide administrative support for company leadership and operational teams.
• Maintain office organization and promote a professional, productive work environment.
• Manage petty cash, employee reimbursements, and remote bank deposits.
• Serve as a notary for company and project documentation when needed.

• Lead and coordinate the project pay application process, ensuring timely and accurate preparation, review, submission, and tracking of owner and subcontractor pay applications.
• Review subcontractor pay applications, supporting documentation, and lien waivers for completeness and compliance prior to Project Manager approval and submission to accounting.
• Support monthly owner billing cycles, including gathering backup documentation, tracking contract values, change orders, retainage, and payment status.
• Assist Project Managers with budget monitoring, job cost reporting, and financial tracking for active projects.
• Maintain accurate financial records and project accounting documentation in accordance with company policies and project requirements.
• Coordinate trade partner check distribution, including rush checks, joint checks, and early payment requests while ensuring proper approvals and documentation are in place.
• Prepare, track, and organize project-specific compliance reporting such as certified payrolls, MBE/WBE participation reporting, insurance documentation, and lien waiver logs.
• Support accounts payable and accounts receivable functions related to construction projects, including invoice coding, processing, reconciliation, and payment tracking.
• Monitor subcontractor and vendor compliance documentation to support payment processing and project closeout requirements.
• Assist with month-end reporting activities and financial audits by maintaining organized and accurate project records.
• Collaborate closely with Project Managers, Superintendents, and the corporate accounting team to ensure project financial procedures are followed and deadlines are met.

• 3-5 years of experience in office management, project accounting, construction accounting, or project administration; construction industry experience strongly preferred.
• Strong knowledge of construction accounting processes, including pay applications, lien waivers, subcontract billing, retainage, and job cost tracking.
• Experience supporting project financial operations in a fast-paced construction environment.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with construction accounting and project management software such as Viewpoint Vista, Procore, Sage, or similar platforms preferred.
• Excellent organizational skills with strong attention to detail, accuracy, and follow-through.
• Ability to manage multiple deadlines and shifting priorities while maintaining professionalism and responsiveness.
• Strong communication and interpersonal skills with the ability to collaborate effectively across project teams and departments.
• Self-starter who takes initiative, problem-solves independently, and contributes positively to a team environment.