Office Manager

Hiring: Office Manager Location: 117 W. 4th Street, La Junta, Colorado Reports to: Director of Operations Employment: Full-time, hourly, nonexempt (approximately 40 hours per week) Compensation: $20.00 per hour, negotiable depending on experience and qualifications Schedule: Primarily Monday--Friday, very occasionally evenings and weekends. All time worked is compensated, including applicable overtime. Benefits: Colorado-required paid sick leave; flexible scheduling subject to operational needs. Apply: Submit a résumé, cover letter, and references to m{rel="noopener noreferrer" target="_blank"}aureen@carpeconstruction.com{rel="noopener noreferrer" target="_blank"}.{rel="noopener noreferrer" target="_blank"} Rolling review until application is filled. # Position Overview The Office Manager supports the owners and Director of Operations across Carpe Construction, Ark Valley Pallet Company, and affiliated rental-property activities. This newly created position combines office management, construction project coordination, payroll administration, bookkeeping support, and customer service. As the companies grow, priorities will change; the successful candidate will be organized, adaptable, resourceful, and comfortable taking initiative. # Duties and Responsibilities: Construction Project Coordination - Serve as an office liaison to operations manager, project managers and field crews, facilitating timely communication with subcontractors, vendors, customers, and ownership. - Maintain organized project records, including plans, contracts, bids, subcontractor contacts, permits, inspection results, change orders, photos, and correspondence. - Track schedules, project milestones, inspections, deliveries, subcontractor commitments, and unresolved action items; flag delays or missing information. - Request and track subcontractor bids, certificates of insurance, required documentation, invoices, and approvals. - Follow up with subcontractors and suppliers regarding scheduling, materials, documentation, and outstanding information, while referring technical and contractual decisions to project leadership. - Coordinate purchase orders and delivery records; match invoices to approved purchases and project budgets. - Maintain job-cost summaries for labor, equipment, materials, and subcontractors; help compare actual spending against budget and progress toward completion. - Prepare project status updates, meeting notes, task lists, and closeout documentation, including warranties and manuals. Payroll and Human Resources - Collect employee and contractor onboarding paperwork and maintain confidential personnel files. - Gather weekly time records and piecework production counts; check calculations and submit information for approved payroll processing. - Track authorized changes to compensation, advances, loans, tool payments, and lawful deductions. - Coordinate employment postings, handbook distribution, garnishment administration, unemployment claims, WAGEES reimbursements, and workers' compensation paperwork with Pinnacol and appropriate professionals. Accounting and Financial Administration - Prepare invoices for pallet deliveries and construction jobs; maintain accounts receivable and follow up on customer balances. - Track accounts payable, due dates, vendor statements, and supporting invoices; present payments for owner authorization. - Organize receipts and accounting records, assist the bookkeeper and accountants, and support monthly financial statements and reconciliations. - Accurately categorize expenses, time, and reimbursements by legal entity and project, including intercompany activity. - Maintain pallet pricing and other financial tracking spreadsheets. Property Management - Organize tenant lease files, renewal , and property records. - Track rent payments, tenant balances, and routine correspondence, referring enforcement or legal decisions to owners. - Coordinate tenant mailboxes and administrative matters with the La Junta Post Office, utilities, and property vendors. General Office Operations - Organize mail, receipts, documents, digital files, and routine business correspondence. - Maintain company account inventories and manage credentials through secure, approved password storage. - Track fleet and equipment service schedules, registrations, and insurance documentation; obtain certificates of insurance as requested. - Monitor utility, internet, trash, and other service accounts across locations. - Support annual insurance reviews, handbook updates, grant documentation and reporting, employee recognition, and vendor/customer appreciation events. Marketing and Customer Relations - Assist with Facebook, LinkedIn, and other marketing communications; create basic content and company updates. - Track new sales leads and follow up with existing pallet and construction customers as directed. - This is a growing, evolving position. Other related duties may be assigned as business needs change. Required Qualifications - Administrative, office coordination, or comparable work experience demonstrating accuracy, accountability, and attention to deadlines. - Proficiency with email, word processing, and spreadsheets (Microsoft Office or Google Workspace), including organizing information and preparing basic reports. - Experience with financial recordkeeping such as invoices, payroll records, accounts payable, accounts receivable, or related office transactions. - Strong organizational skills and the ability to prioritize and follow through on multiple tasks across different business operations. - Clear, professional written and verbal communication skills when interacting with customers, employees, subcontractors, vendors, and tenants. - Sound judgment and ability to protect confidential employee, financial, customer, and tenant information. - Comfort with business math, data accuracy, and learning new software and administrative processes. - Ability to work independently, recognize problems, ask useful questions, and maintain a positive and respectful approach with people from diverse backgrounds and experiences. Preferred Qualifications - Two or more years in office management, small-business administration, operations coordination, or bookkeeping. - Experience in commercial or residential construction, subcontractor coordination, project documentation, purchasing, or job-cost tracking. - Familiarity with pallet production, piecework reporting, manufacturing, inventory, or logistics. - Experience with QuickBooks or similar accounting software, a payroll platform such as Gusto, and intermediate spreadsheet functions. - Experience with employee onboarding, unemployment responses, workers' compensation paperwork, insurance, or grant reporting. - Experience coordinating rental property records, vendor services, and rent tracking. - Ability to develop reliable office procedures, improve recordkeeping systems, and support growth across multiple related companies. About the Companies Founded in 2019 by Niels and Maureen Rikhof, Carpe Construction provides commercial and residential construction and renovation services. Ark Valley Pallet Company, added in 2022, builds, recycles, and supplies pallets. Affiliated rental properties include 902 Belleview Avenue and 407 San Juan Avenue in La Junta. A major current construction project is the renovation of the 12-unit Chestnut Apartments at 322 Santa Fe Avenue. ## Mission It is the mission of Carpe Construction and Ark Valley Pallet Company to build a stronger community by supporting local businesses, contributing to job growth, and being a reliable partner to producers and manufacturers, ensu