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The Project Job Site Office Manager is responsible for jobsite accounting including payroll, accounts payable, maintaining office and kitchen office supplies, subcontract administration and general office duties. The Job Site Office Manager will assist the Project Manager, Superintendent, and Project Engineer as required by the needs of the project. Scope of responsibilities may be expanded or contracted based on size and schedule of assigned project.

DUTIES AND RESPONSIBILITIES:

PAYROLL:

• Responsible for processing new hire documentation for all craft employees.

• Review of current union rates on site.

1. Collect, enter, review, and post craft time card data
1. Enter timecards on a daily basis
2. Track receipt of timecards to ensure daily entry and report any issues Maintain file of timecards Maintain union stamp inventory and distribute stamps weekly as required.
3. Copy and file (in weekly payroll file) all union stamps prior to distribution

• Compile certified payroll

1. Certified payrolls should be run weekly (signed off by project manager and filed)
2. Certified payrolls should be distributed monthly to DOL and/or owner per contract

• Review checks when received before handing to employees.

• Accounts Payable

1. Purchasing
2. Process receipt of materials against Purchase Order in Procore (permanent materials)

• Maintain invoice files at site
• Review and resolve any outstanding issues / invoices per vendor statements expeditiously

1. Track and prepare monthly accrual for job supplies, permanent materials and equipment.
2. Review, code and send to Main Office all jobsite expense reports.

• Accounts Receivable

1. Track billings to owners
2. Track back charges to different companies /subs/ vendors etc.
1. Maintain copies of supporting documentation for billing, i.e. timesheets, invoices, correspondence, etc.
2. Prepare and forward invoice and backup to Project Controller for processing.

• Equipment

1. Obtain current list of equipment on site from engineers.

• Subcontract Administration

1. Maintain subcontract file at jobsite
2. Should include lien releases, insurance, copy of checks, etc.
3. Work with division office on maintaining current insurance certificates
4. Subcontract requisitions
5. Track, report, and properly file MBE/WBE requirements and provide to owner, resident engineer, or other parties where applicable.

• Job Cost
• Comfort with and understanding of job cost code structure
• Maintain office at job site

1. Maintain, organize, inventory and order as needed office (including kitchen) supplies.
2. Coordinates parking and building entry for job site employees, subcontractors and visitors.
3. Coordinates and organizes office furniture moves.
4. Oversee correspondence and log using Procore or contract manager
5. Monitor mail flow for job site.
6. Maintain an inventory of and ensure office equipment is in good operating order.

JOB SKILLS: Must have excellent communication skills including courteous phone and receptionist skills, exceptional writing, spelling and grammar skills. Confidence in discussing detail with cross-functional and multi-level teams. Must be dependable, consistent, diligent and conscientious. Able to work well with others, receive direction, multi task and work independently. Must have strong team skills. Excellent customer service attitude.

COMPUTER EQUIPMENT AND SOFTWARE: Intermediate skill level with MS Word and Excel Intermediate skill level with office machinery and equipment, i.e. multi-function machines, facsimile machines, copiers, scanners, and telephone system. Experience with automated project costing and accounting systems. Procore, HeavyJob experience a plus..

Requirements

Previous New York/New Jersey area construction experience a huge plus

Prior HUD Section 3 reporting experience is desired

Previous union exposure/experience a plus

Seeking someone who is reliable, pays attention to detail, has an internal drive for success, ability to prioritize workload, well organized, and willingness to provide support to all levels of employees.

Salary: $55,000 - $60,000 based on experience

Benefits

Excellent health and welfare benefits, tuition reimbursement, student loan forgiveness program, 401(k), vacation, sick, life insurance, short-term and long-term disability insurance, 10 paid holidays, and many other offerings.