Office Manager - Construction

American Fence Company•Phoenix, AZ

25d•$28 - $36

About The Position

American Fence Company is hiring a Construction Office Administrator to support construction office operations, including accounts receivable and billing, cash reconciliation, collections, job and contract file maintenance, office administration, and on-site HR support. The role also coordinates new-hire onboarding and safety training and may provide backup for counter sales. Pay is $28.00–$36.00 per hour, depending on experience. American Fence Company was founded in 1948 and installs rental and permanent fencing. The company describes itself as focused on future growth and says its employees have an average tenure of nine years.

Requirements

High school diploma or GED required.
At least two years of accounts receivable experience.
Prior experience in the construction industry and contract administration.
Excellent organization and communication skills; computer literacy.
Ability to type and use 10-key by touch.
Proficiency in Excel, Word, and Outlook.
General knowledge of accounting software.
Currently hold or be able to obtain a state notary public commission.

Nice To Haves

Associate degree from a two-year college or technical school, preferably in Business.
Experience with construction contract administration.
Experience with JD Edwards software.

Responsibilities

Process accounts receivable and billing, including entering invoices and AIA/customer pay applications into the current system.
Reconcile cash by verifying checks, processing mailed checks through the Certegy system, collecting COD funds, preparing and depositing checks and cash, processing credit cards, retrieving credit card batch settlements, posting payments, creating deposit summaries, and preparing and distributing daily cash-balancing packets.
Conduct collection activities, including running aging reports, making collection calls, consulting with branch managers and sales personnel, and following company collection procedures.
Enter notes for collection activity in the current system.
Maintain job and contract files containing relevant paperwork, including contracts, credit approvals, purchase-order approvals, change orders, quote sheets, materials issuing documents, subcontractor addenda, preliminary notices, billing, and recap sheets.
Prepare preliminary notices according to company policy and file them in job files.
Maintain and reconcile the petty cash drawer and enter activity into the current system.
Obtain branch manager approval and forward invoices received at the branch to the corporate office.
Approve and assign Report of Order numbers to new and existing jobs after obtaining required manager approval, customer signatures, and approvals from Corporate Credit and the Contract Administrator when applicable; verify paperwork, collect COD job down payments when needed, create customer numbers for new customers, and enter information in the RO log and current system.
Enter monthly inventory into the current system and assist with inventory counts or daily inventory recording as needed.
Assist subcontractors with submitting pay applications and completing subcontractor addenda as needed.
Prepare lien release forms for the manager's signature.
Collect approved time cards from the manager and submit them to payroll.
Prepare certified payroll checklists and forward them to payroll for certified payroll jobs.
Coordinate new-hire processes, safety training, and onboarding with Human Resources and the Branch Manager.
Provide on-site HR support for employment, benefits, and personnel-records management.
Operate office equipment, including fax machines, copiers, and phone systems, and arrange repairs when equipment malfunctions.
Answer telephone calls, provide information, take messages, and transfer calls to appropriate individuals.
Ensure corporate-required paperwork is sent within designated time frames.
Open and distribute incoming mail.
Order and dispense office supplies.
Provide backup for the counter sales position as needed.
Perform other general office duties as assigned.