Office Manager for Design/Build Firm

Position Overview:

We are seeking a highly organized, detail-oriented Office Manager to support our daily office operations and administrative functions. This role is critical to the smooth operation of both our administrative and project management teams, ensuring tasks are completed efficiently and records are maintained accurately. The ideal candidate will have excellent communication skills, the ability to multitask, and experience working in a fast-paced environment. 

Key Responsibilities:

General Administrative Support: 25%

• Check and manage company email inbox; forward vendor invoices to project managers for coding. 
• Maintain and update company calendar; enter appointments and reminders as needed. 
• Handle incoming and outgoing mail, ensuring timely delivery and distribution within the office. 
• Answer incoming calls and direct to appropriate staff. 
• Order and maintain office supplies and company apparel inventory. 

Accounting & Finance Support: 25%

• Enter vendor invoices and returns into accounting system. 
• Reconcile checking and credit card accounts monthly. 
• Process bill payments online. 
• Match vendor statements with invoices. 
• Review employee time entries weekly before routing to project managers for approval. 
• Maintain monthly bill spreadsheet and mileage reimbursements. 
• Prepare and file 1099s annually. 
• Calculate and track employee annual insurance premium rates. 
• Assist with insurance audits by preparing necessary financial documentation. 

Project & Vendor Coordination: 20%

• Collect and record vendor Certificates of Insurance (COIs), W-9s, and Subcontractor Agreements. 
• Assist with monthly invoicing preparation for HomeCare division. 
• Compile monthly Design Job list for internal reporting. 
• Create and update new job files in Knowify. 
• Maintain tool inventory spreadsheet; research Milwaukee tool warranties and initiate warranty claims if applicable. 

Fleet & Vehicle Administration: 5%

• Maintain organized records for vehicle documents and upload to Fleetio. 
• Schedule oil changes and maintenance appointments with Hamblock Ford. 
• Monitor and register vehicle registrations; update VIN and license plate records in Dropbox. 
• Deliver vehicle registration stickers and insurance cards to drivers. 

HR & Employee Support: 20%

• Organize wages by workers' compensation codes. 
• Assist with preparation and distribution of annual reviews and employee surveys. 
• Maintain accurate PTO records; process PTO requests  
• Create new hire folders and support onboarding processes including paperwork and handbook distribution. 
• File workers' compensation claims and communicate with the insurance adjuster. 
• Track and update premium payments for employees on workers' compensation. 
• Update salaries in Principal following annual reviews. 

Regulatory & Compliance: 5%

• File and pay the annual PCORI tax (health insurance-related) as directed by M3. 
• Ensure company compliance with administrative and insurance deadlines. 

Qualifications:

• Proven experience in an administrative or office support role. 
• Strong attention to detail, time management, and organizational skills. 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and cloud-based systems (QuickBooks, Dropbox, Knowify preferred). 
• Ability to handle confidential information with integrity. 
• Strong verbal and written communication skills. 
• Familiarity with basic accounting and HR principles is a plus. 

Work Environment:

• Office-based role with occasional interactions with vendors, drivers, and external partners. 
• Fast-paced environment requiring multitasking and deadline management. 

Compensation

• Hourly Rate: $30/hour ($62,400 annually)
• Annual merit-based raise and/or bonus review

Benefits

• Health Insurance: 70% employer-paid individual plan after 30 days of employment
• Dental & Vision: 70% employer-paid individual plan
• 100% employer-paid Short/Long Term Disability
• Retirement Plan: After two years employer contributes to a SEP Account annually up to 25% of earnings
• Paid Time Off (start accruing on Day 1 of employment) 13 days PTO days per year (vacation, sick, personal)
• 6 paid holidays
• Additional holiday time at owner's discretion
• Additional Leave: bereavement and jury duty leave
• Professional Development: annual review process with feedback and growth planning

Perks & Extras

• Casual dress code (office-appropriate)
• Dog friendly office (with approval by owners)

Work Schedule

• Monday–Friday, 8:00am–4:00pm
• On-site, office-based position
• Flexibility for occasional remote work after probationary period (optional)

How to Apply Submit a resume and answer five brief application questions by Saturday, February 28 via the "Apply to Position" link on this page.Hiring Timeline

• Application deadline: February 28
• First round interviews: March 1 - 15
• Second round interviews: March 15 - 30
• Ideal start date: April 15 - 30