The Office Manager is responsible for supporting daily office operations, accounting functions, project administration, and administrative support activities. This role works closely with Operations, Accounting, Project Management, and HR to ensure efficient office coordination and accurate administrative processes across the business.

The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced construction environment. This position supports accounts payable, project documentation, office administration, employee support functions, and general operational support.

Key Responsibilities

Provide daily administrative support for office and operational teams

Manage front office activities including phones, visitors, mail, filing, and office organization

Assist with accounts payable including invoice entry, coding, matching receipts, vendor communication, and tracking approvals

Support project administration including project setup, project files, subcontractor documentation, compliance tracking, and document management

Assist with purchase orders, vendor setup, subcontractor paperwork, and project-related administrative tasks

Maintain organized electronic and physical filing systems for accounting, HR, and project documentation

Assist with payroll and timecard collection processes as needed

Support onboarding paperwork, employee files, new hire coordination, and general HR administrative support

Coordinate office supplies, equipment, and general office needs

Support data entry, reporting, document preparation, and operational tracking activities

Assist Project Managers, Operations, Accounting, and leadership teams with administrative requests and project support

Maintain confidentiality regarding employee, payroll, financial, and company information

Support additional office, accounting, and administrative functions as assigned

Qualifications

Previous administrative, accounting, AP, project administration, or office support experience preferred

Construction industry experience preferred

Experience with accounts payable, invoice processing, certified payroll support, or project administration preferred

Strong organizational and multitasking skills

Strong communication and customer service skills

Proficient in Microsoft Office Suite including Word, Excel, Outlook, and Teams

Experience with Spectrum or other accounting/construction management software preferred

Ability to work independently and in a team environment

High attention to detail and accuracy

Ability to manage multiple priorities in a fast-paced environment

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.

We are a fair chance employer.

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