Position Summary We are hiring a full-time Office Manager to run the day-to-day office operations at our Brooklyn headquarters. This is not a junior role - we need an experienced professional who can hit the ground running and take full ownership of QuickBooks, accounts receivable, certified payroll, insurance / COI coordination, and general office administration for an active $15M+ revenue commercial HVAC contractor Non-Negotiable Requirements
- 5+ years of office management or bookkeeping experience specifically in a Commercial HVAC or MEP (Mechanical / Electrical / Plumbing) contracting company
- Active New York State Notary Public commission (or ability to obtain within 30 days of hire)
- Advanced proficiency in QuickBooks Online (full AR/AP cycle, reconciliations, reporting)
- Hands-on experience with certified payroll (Form PW-3) for prevailing wage projects
- Direct experience managing Certificates of Insurance (COIs) and working with insurance brokers on renewals and audits
- Fluent professional English (spoken and written)
Key Responsibilities
QuickBooks & Accounts Receivable (Primary)
- Own all QuickBooks Online transactions, invoicing, payments, and reconciliations
- Manage Accounts Receivable end-to-end - invoicing, aging reports, collections follow-up
- Prepare monthly AR reports for CEO review
- Coordinate with Project Managers on billing status and payment tracking Accounts Payable
- Process vendor and subcontractor invoices
- Coordinate lien waivers, W-9s, and supporting documents
- Reconcile vendor statements
- Manage payment runs with CEO approval Payroll & Certified Payroll
- Support weekly payroll processing (working with our payroll provider)
- Prepare certified payroll (Form PW-3) for prevailing wage projects
- Maintain accurate employee records, wages, deductions, direct deposit
- Handle new-hire onboarding paperwork and offboarding Insurance & Certificate of Insurance (COI) Coordination
- Manage all COI requests from General Contractors and owners
- Maintain a log of active COIs and renewal dates
- Coordinate with our insurance broker (EPIC / others) on renewals, additions, and audits
- Track Workers' Compensation, General Liability, Auto, and Umbrella policies Notary Services
- Notarize lien waivers, pay applications, subcontract documents, and other project documentation as required by GCs
- Maintain notary journal and stamp in accordance with New York State law Office Administration
- Answer the office phone, greet visitors, route calls and messages
- Order and manage office supplies and equipment inventory
- Maintain organized digital and physical filing systems
- Schedule and coordinate internal office meetings
- Support onboarding of new hires (office and field)
- Assist with travel coordination and expense tracking GC / Client Coordination
- Serve as a professional point of contact for GC accounting departments (billing questions, W-9s, insurance, lien waivers)
- Manage vendor onboarding paperwork
- Support Project Managers with document preparation and submission Preferred Qualifications
- Experience with NYC / NJ commercial construction General Contractors (Structure Tone, Turner, Skanska, JRM, Clune, Consigli, Kajima, and similar)
- Familiarity with construction platforms: Procore, GCPay, Textura, Bluebeam
- Experience with AIA billing (G702 / G703) submission and support
- Bilingual (English / Russian or English / Spanish) is a plus
- Prior experience with COI compliance platforms (myCOI, COITRAK)
- NJ Notary Public commission (in addition to NY)
- Understanding of NJ / NY Prompt Payment Acts and lien processes