Plumbing Office Manager

Position Overview:

The Office Manager independently coordinates daily office administration for a new-construction plumbing contractor. The position supports company operations through bookkeeping, billing, payroll, employee administration, benefits coordination, regulatory paperwork, and organized recordkeeping. The Office Manager works closely with leadership and an outside accountant, while obtaining management approval for decisions outside routine administrative authority.

Key Responsibilities:

• Accounts Payable and Vendor Payments:
• Receive and enter vendor and subcontractor invoices into QuickBooks Online.
• Review due dates and prepare payments by check or ACH in accordance with company procedures.
• Route large or unusual subcontractor expenses to management for approval before payment.
• Maintain vendor payment records and respond to routine invoice or payment inquiries.
• Accounts Receivable and Customer Billing:
• Prepare customer invoices from billing information provided by management or project personnel.
• Issue invoices through QuickBooks Online and maintain accurate customer account records.
• Monitor outstanding balances and follow up on overdue payments or billing questions.
• Support payment applications, lien waivers, and other customer billing documentation when required.
• Bookkeeping and Financial Reporting:
• Reconcile company bank accounts monthly and investigate discrepancies.
• Maintain accurate accounting entries and supporting documentation in QuickBooks Online.
• Prepare and provide profit-and-loss statements, balance sheets, and other routine financial reports for management review.
• Coordinate accounting records, year-end information, and tax-preparation requests with the outside accountant.
• Payroll and Employee Records:
• Collect and process payroll information using timesheets provided by field managers.
• Maintain payroll records, employee information, and related documentation.
• Coordinate onboarding, terminations, PTO tracking, and other routine personnel paperwork.
• Prepare or coordinate 1099 reporting as assigned.
• Benefits and Employment Administration:
• Coordinate employee health insurance and other benefits enrollment and changes.
• Support retirement-plan administration, including employee enrollment and contribution coordination.
• Assist with workers’ compensation and unemployment claims and respond to routine employment-record requests.
• Maintain confidential employee and benefits information with appropriate access controls.
• Compliance, Contracts and Office Operations:
• Maintain business licenses, permits, certificates of insurance, vendor records, and contract-related documents.
• Track administrative deadlines and respond to document requests from contractors, insurers, and management.
• Manage office supplies, correspondence, routine purchases, and general administrative workflows.
• Organize company records and assist with locating historical equipment, insurance, and project information.

Qualifications:

• Experience with bookkeeping, accounts payable, accounts receivable, and payroll processing.
• Working knowledge of QuickBooks Online and Microsoft Excel.
• Strong attention to detail, confidentiality, time management, and independent problem-solving.
• Ability to communicate professionally with employees, customers, vendors, and management.

Preferred Skills:

• Experience in a construction, plumbing, or other trade-contractor office.
• Familiarity with payroll tax reporting, benefits administration, insurance documentation, and employment records.
• Experience coordinating lien waivers, payment applications, permits, and contractor compliance records.

Work Environment:

• Primarily office-based, with frequent computer, phone, and document work.
• Handles confidential employee, payroll, and financial information.
• Manages multiple deadlines, including payroll, payments, billing, and compliance requests.
• Coordinates with field management and outside accounting or benefits professionals.