Office Manager

Clancy & Theys Construction Co•Wilmington, NC

29d•Onsite

About The Position

AT CLANCY & THEYS, WE DON’T JUST BUILD PROJECTS — WE BUILD TRUST, TEAMS, AND COMMUNITIES, GUIDED BY OUR FOUR CORE VALUES: SAFETY, STEWARDSHIP, PASSION, AND COLLABORATION. We’re looking for a proactive and highly organized Office Manager to join our Wilmington, NC office. This mid-level, hands-on role blends office management, project accounting, and project administration to support daily business operations and help ensure our projects run smoothly. The ideal candidate is resourceful, detail-oriented, and comfortable balancing multiple priorities while supporting both operational and financial processes — The Clancy Way.

Requirements

3–5 years of experience in office management, project accounting, or project administration; construction industry experience preferred.
Strong understanding of accounting processes and project documentation requirements.
Proficiency in Microsoft Office Suite; experience with construction accounting or project management software such as Viewpoint, Procore, or Sage is a plus.
Excellent organizational skills with strong attention to detail and follow-through.
Ability to manage multiple responsibilities and adapt to shifting priorities.
Strong communication and interpersonal skills with a collaborative, team-oriented mindset.
Self-starter who takes initiative and works well independently while supporting multiple teams.

Responsibilities

Manage daily office operations including supplies, vendors, and general administrative needs.
Serve as the primary point of contact for visitors, phone calls, and internal office requests.
Coordinate office meetings, events, and internal communications.
Provide administrative support for company meetings and leadership needs.
Maintain office organization and support a productive, professional work environment.
Manage petty cash, employee reimbursements, and remote bank deposits.
Serve as a notary for company and project documents when needed.
Assist with processing invoices, pay applications, and expense reports.
Support billing cycles, budget monitoring, and financial reporting for active projects.
Maintain accurate and timely financial and administrative records across projects.
Support the trade partner billing process, ensuring pay applications and lien waivers are reviewed and approved by Project Managers before routing to accounting.
Coordinate trade partner check distribution, including rush checks and early payment requests.
Prepare and organize project-specific reporting requirements such as certified payrolls and MBE reporting documentation.
Track and maintain project records including subcontractor and vendor lien waivers.
Support job cost reporting, billing cycles, and compliance with project financial procedures.
Assist with accounts payable and receivable activities related to projects, including coding, processing, and tracking invoices.
Maintain accurate project accounting documentation in accordance with company policies.