Office Manager

Job Title: Office Manager (Contractor Services)

Employment Type: Part-Time (with potential to transition to Full-Time)

Location: On-site / Office

Compensation & Benefits: Negotiable based on experience

About the Role

A growing small general and mechanical contracting company is seeking an experienced, detail-oriented Office Manager to oversee day-to-day office operations, job administration, and bookkeeping. The ideal candidate will have prior experience supporting trade contractors and be eager to join a close-knit team with opportunities for long-term growth as the business expands.

Key Responsibilities

• In-House Bookkeeping & Billing: Manage accounts payable, accounts receivable, vendor invoices, progress billing, client invoicing, and bank reconciliations.
• Accounting Software Management: Maintain financial records and job-costing data within QuickBooks for Contractors.
• Job Task Organization & Filing: Maintain organized physical and digital project files, work orders, change orders, and subcontracts.
• Estimating Support: Collaborate directly with the project estimator on bid packages, submittals, vendor quotes, and contract documentation.
• Compliance & Records Maintenance: Track and maintain active business licenses, contractor credentials, bonds, permits, and employee/safety certifications to ensure continuous compliance.
• General Office Coordination: Answer incoming calls, coordinate office supplies, handle correspondence, and assist field operations with general administrative needs.

Qualifications & Skills

• Contractor Experience: Proven track record working in an administrative or office management capacity for general, mechanical, or specialty contractors.
• Software Proficiency: Strong hands-on experience using QuickBooks for Contractors (or standard QuickBooks Desktop/Online tailored to construction accounting).
• Government Portal Experience: Familiarity with SAM.gov and eMMA (eMaryland Marketplace Advantage / Emma.gov) is a strong plus.
• Organizational Skills: Exceptional attention to detail, strong time-management skills, and the ability to prioritize tasks independently in a fast-paced environment.
• Communication: Clear, professional verbal and written communication skills for interfacing with subcontractors, clients, suppliers, and municipal agencies.
• Flexibility & Growth Mindset: Willingness to start on a part-time schedule with the availability and drive to take on full-time hours as operational needs scale.

Schedule & Compensation

• Schedule: Part-time schedule with core business hours (flexible scheduling options available); potential to transition into full-time employment as workload increases.
• Compensation: Hourly rate or salary, along with benefits, will be discussed and negotiated based on qualifications and relevant industry background.