Office Manager Job

Job Description

Interact with Operations and Project Management to develop billing schedules and prepare applications. Handle the collection of payments along with the issuing of necessary paperwork. Office Manager will help to ensure success of the branch by providing project and personnel support.

Essential Functions

• Prepare payment applications for projects that require schedules of values and supporting schedules in compliance with AIA.
• Ensure billings are complete, accurate and timely.
• Follow-up to ensure payments are received on a timely and agreed upon basis.
• Works with Accounts Receivable contact to assist with resolution of Labor & Materials A/R issues. Determines appropriate actions for timely resolution. If needed, will interact with Customer to resolve receivable issues.
• Processes invoice credits and re-bills, as necessary. Proactively contacts customers to ensure customer satisfaction and a commitment to pay.
• Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to-date.
• Maintain billing log and prepare retention billing at end of project.
• Set up in Acumatica Construction Software job, contract, phase codes, budget and change orders.
• Obtain lien releases from vendors
• Certified Payroll Reporting
• Entering Weekly Expenses
• Egencia Travel Bookings
• Sorting and handling mail
• Order Office Supplies
• Sign-In and Sign-Out back-up for Warehouse personnel
• Counter sign-off for Inventory counts
• New Hire Paperwork and onboarding
• General office support as needed

Education and/or Experience

• High school diploma or equivalent
• 2-3 years' experience in construction with attention to AIA/progress billing
• Excellent knowledge of MS Office particularly Excel
• Proficiency in English
• Proficient in data entry
• Knowledge of accounts payable
• Knowledge of general accounting procedures
• Knowledge of relevant accounting software

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Applicants should be willing to work overtime as needed and should expect to work between 40-45 hours per week. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.

Start a new career with Alpha Insulation & Waterproofing, part of the Installed Building Products Family of Companies. At over $1.5B in Revenues, IBP is one of the largest publicly traded company in the insulation industry (IBP - NYSE).

As IBP's commercial division, Alpha is one of the largest specialty contractors in the U.S. serving the Tier 1 Commercial Construction Industry across 12 locations.

With a 40+ year track record of increasing growth, visibility, and opportunity, our highly-regarded construction services company, Alpha, is currently seeking skilled employees to join our team.

We have a strong culture rooted in trust, integrity, professionalism, and excellence and, we make it a point to use good judgment, fairness, and common sense to meet our challenges. You'll find that our team consists of talented, dedicated people who provide insulation, waterproofing, spray fireproofing, spray foam insulation, and restoration services to our commercial customers.

If you've got what it takes, we'll provide the rest:

- Competitive pay

- Benefits (Medical, Dental, Vision, STD, LTD, and more)

- Paid holidays

- Paid Time Off (PTO)

- 401k

- Full training and industry orientation

- Family atmosphere and friendly co-workers

If you're committed, dependable, and want to join an organization you can be proud of, we'd like to talk to you!

Serious applicants only! We look forward to working with you! Applications/Resumes that do not meet the requirements for this position will not be considered.

Alpha participates in the E-Verify Program. Candidate is subject to background check prior to hire. Alpha is an Equal Opportunity Employer. Alpha does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

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EEO Statement

IBP is an equal opportunity employer.