Office Manager — Demolition Magicians

Location: Lexington, KY area Job Type: Full-Time

About the Role

Demolition Magicians is looking for an organized, self-motivated Office Manager to run the day-to-day operations of our office. No two days look the same — you'll juggle bookkeeping, payroll, contracts, permits, insurance, and vendor relationships while keeping our crews and leadership supported. If you're the type of person who thrives on variety, stays cool under shifting priorities, and takes ownership without needing to be micromanaged, we want to hear from you.

What You'll Do

Office & Administrative Support

Answer phones, monitor billing/estimates/leads inboxes, and respond to field texts and voicemails
Track and order office supplies
Sort and process incoming mail, checks, and vendor documents
Maintain organized physical and digital filing systems (job folders, vehicle folders, employee folders, insurance documents)

Bookkeeping & Accounts Payable

Enter and track invoices and bills in QuickBooks, including new vendor setup
Monitor due dates and ensure office bills and pay applications are paid on time
Run periodic reports to review vendor activity and payment status
Create and send checks as directed

Payroll & HR

Review and correct weekly employee time entries (lunches, job costing, vacation accrual)
Run bi-weekly payroll through ADP
Onboard new employees (paperwork, filing, system setup) and process terminations
Handle legal/payroll deduction notices and related correspondence

Jobs, Contracts & Permits

Prepare and send service agreements/contracts for new jobs
Manage subcontractor documentation (COIs, W9s, payment terms)
Create and send invoices and AIA pay applications (G702/G703)
Research and secure business licenses and demolition permits as required by city/county
Coordinate notarization of contracts, lien waivers, and pay applications
Arrange rental equipment and dumpsters as needed

Insurance & Fleet/Equipment

Serve as the point of contact for all insurance-related requests (COIs, driver additions/removals, vehicle updates)
Maintain organized records for company vehicles, including repairs, inspections, and receipts

What We're Looking For

AIA Billing experience is heavily preferred
Prior office management, bookkeeping, or administrative experience (construction, trades, or field service industry a plus)
Experience with QuickBooks and/or ADP strongly preferred
Comfortable learning new software systems (we use JobTread for job management)
Strong organizational skills and attention to detail — you'll be tracking deadlines across payroll, bills, permits, and contracts simultaneously
Ability to prioritize and adapt when the day's plan changes without notice
Trustworthy with sensitive and confidential information (financial records, employee documents, legal paperwork)
Clear, professional communicator — comfortable on the phone and in writing
Self-starter who can manage recurring responsibilities with minimal oversight

Benefits

Full health, dental, and vision insurance
Short-term disability coverage
401(k) with 3% company match

Demolition Magicians is an equal opportunity employer.

Learn more about this Employer on their Career Site