Office Manager

Office Manager / Construction Administrator

Adecco Staffing is recruiting on behalf of a growing construction company for an experienced Office Manager / Construction Administrator.

Are you a highly organized professional with strong construction administration experience and the ability to manage office operations, accounting functions, payroll, and project support? We are seeking a detail-oriented Office Manager who thrives in a fast-paced construction environment and can keep projects, vendors, subcontractors, and office operations running smoothly.

Position Summary

The Office Manager / Construction Administrator will be responsible for overseeing daily office operations while supporting construction projects through billing, payroll, accounting, procurement, and project administration.

The ideal candidate must have recent experience with QuickBooks Desktop, ADP Run (or similar payroll platforms), prevailing wage payroll, and construction-specific processes such as change orders, monthly billings, lien notices, and vendor compliance.

Required Qualifications

• Minimum 3-5 years of office management experience within the construction industry
• Strong understanding of construction administration processes
• Experience managing and tracking Change Orders
• Experience preparing and submitting monthly billings/invoices to General Contractors
• Experience with Prevailing Wage payroll requirements (required)
• Experience processing payroll through ADP Run or similar systems
• Recent hands-on experience with QuickBooks Desktop (required)
• Strong knowledge of Accounts Payable and Accounts Receivable
• Experience performing monthly bank reconciliations
• Excellent organizational, communication, and multitasking skills
• Proficiency in Microsoft Office Suite, Outlook, Excel, and Adobe PDF

Key Responsibilities

Construction Administration

• Manage and track project Change Orders
• Prepare and submit monthly billings to General Contractors
• Prepare and send project proposals
• Create and maintain project files and documentation
• Prepare and submit electronic project submittals
• File preliminary notices for construction projects
• Assist with scheduling testing and inspections upon completion of MRI room installations
• Coordinate project-related documentation and compliance requirements

Payroll & Accounting

• Process payroll through ADP Run or similar payroll systems
• Administer prevailing wage payroll and reporting requirements
• Enter invoices, bills, and project-related expenses into QuickBooks Desktop
• Manage accounts payable and accounts receivable functions
• Follow up on outstanding customer payments exceeding 60 days
• Pay vendor bills accurately and timely
• Perform monthly bank statement reconciliations
• Submit monthly Sales and Use Tax filings
• Generate financial and project-related reports as needed

Vendor & Compliance Management

• Complete vendor prequalification applications
• Request and maintain Certificates of Insurance from brokers and vendors
• Maintain subcontractor and supplier documentation
• Ensure project compliance paperwork is current and organized

Office Administration

• Answer and direct incoming phone calls
• Manage incoming and outgoing mail
• Maintain filing systems and office records
• Order and manage office supplies
• Support daily office operations and administrative functions

Purchasing & Inventory Management

• Monitor warehouse inventory levels
• Order materials when stock is depleted
• Coordinate purchasing of doors, windows, and project materials
• Track material deliveries and project supply needs
• Coordinate shipments to customers and job sites
• Arrange shipment of materials ahead of installer arrivals

Travel & Logistics Coordination

• Arrange flights, hotels, and rental cars for employees working out of the area
• Coordinate logistics for field teams and project personnel
• Manage shipping schedules and delivery timelines

Preferred Qualifications

• Experience working with specialty contractors, commercial construction, or healthcare construction projects
• Knowledge of lien waivers, certified payroll, and construction compliance requirements
• Experience supporting multiple active construction projects simultaneously

Compensation & Benefits

• Competitive salary based on experience
• Comprehensive benefits package
• Stable, long-term opportunity with a growing company
• Collaborative and team-oriented work environment

Apply Today

If you have recent QuickBooks Desktop experience, prevailing wage payroll expertise, and a strong construction administration background, we encourage you to apply today through Adecco.

Pay Details: $25.00 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs.

In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.adecco.com/en-us/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.