Office Manager

Position Title: Office Manager Location: Chicopee, MA

Pay Range: $60000.00 - $70000.00

Salary Interval: Full Time Salary

Application Instructions

• Acknowledgment of Receipt:
• You will receive a confirmation email within the next 24 hours verifying that we have received your application. If you do not receive this confirmation, please check your spam or junk folder, or contact our office for assistance.
• Additional Information:
• Should we need any additional details or clarification regarding your application, our team will reach out to you directly via email or phone.
• Interview Scheduling:
• If your application progresses to the next stage, you will be invited for an interview. Please monitor your email for an invitation with scheduling options and further instructions.
• Status Updates:
• We will notify you via email regarding important updates and decisions.
• Questions or Assistance:
• If you have any questions or require assistance at any point during the application process, please do not hesitate to contact our team at careers@ondrickmr.com.

We are committed to making your application experience as clear and user-friendly as possible. Thank you again for your interest, and we look forward to reviewing your materials.

Position Description

The Office Manager is a self-directed role that supports both the administrative office (including finance, HR, and IT) and the Company's operational areas in a multi-entity construction, retail, and aggregates business. This role is responsible for efficiently running the office day to day and handling a range of routine and ad-hoc support tasks in payroll, accounting, billing, and collections. Preference is given to candidates with strong accounting, finance, or bookkeeping backgrounds. The right candidate is organized, reliable, comfortable owning a wide range of tasks, and energized by the responsibilities that come with supporting multiple functional areas.

Position Requirements

Key Responsibilities

• Manage the office - order and restock supplies, coordinate and manage related vendors, and keep the workplace running smoothly.
• Serve as the first point of contact for customers and vendors, whether on-site, by phone, or via email.
• Process and manage daily tickets from source systems for use in weekly invoicing.
• Prepare and process billing across entities, ensuring charges are accurate, timely, and properly supported by tickets or other documentation.
• Help manage customer receivables, including aging review and customer account maintenance.
• Lead collection efforts on past-due accounts, communicating directly with customers and escalating issues as needed.
• Manage new customer accounts, including credit applications, tax-exempt certificates, and required customer documentation.
• Support accounts payable, including invoice review, coding, and vendor inquiries.
• Collect and track vendor and subcontractor compliance documents, including certificates of insurance, W-9s, and similar documents as needed.
• Prepare and submit certified payroll reports for prevailing wage projects in Massachusetts and Connecticut as needed.
• Prepare other recurring payroll reports as required by agencies, unions, customers, and internal stakeholders.
• Support HR administration, including new-hire paperwork, I-9 verification, benefits enrollment, and maintenance of confidential personnel files.
• Serve as the primary point of contact with the Company's IT managed service provider for staff-facing support, including coordinating access, equipment, and onboarding needs.
• Track renewals and filings for business licenses, contractor registrations and prequalifications, vehicle registrations, IFTA, and insurance policies.
• Support operations, contracting, and other business functions with administrative needs, reporting, and special projects.

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