Office & Accounting Manager – Construction
Full-Time | Little Canada, Minnesota
Salary: $85,000–$100,000 per year + Performance Bonus
We are a growing small general contracting company seeking an experienced Office & Accounting Manager to take ownership of our accounting, payroll, job costing, HR administration, insurance administration, and subcontractor compliance functions.
This is a key position within our company. We are looking for someone who understands that running the back office of a construction company involves much more than bookkeeping. You will work directly with the owner and project management team and will be responsible for keeping the financial and administrative side of the business accurate, organized, current and running smoothly.
The ideal candidate has previous construction accounting experience, is highly proficient with QuickBooks Online, understands job costing, and is comfortable independently managing everything from payroll and customer billing to subcontractor insurance certificates and W-9s.
If you are the person who notices when something doesn’t reconcile, follows up when paperwork is missing, and doesn’t need to be reminded three times to get something done, we would like to talk with you.
Compensation & Benefits
Base Salary: $85,000–$100,000, depending on experience and qualifications
Performance Bonus: Up to 10% of annual salary based on achievement of established performance goals
Benefits may include:
• Paid time off
• Paid holidays
• Health insurance contribution
• 401(k) with company match
• Dental and vision insurance
• Life and disability insurance
• Mileage reimbursement for authorized business travel
• Continuing education and professional training
Primary Responsibilities
Accounting & Financial Management
• Manage day-to-day accounting using QuickBooks Online
• Process and manage accounts payable and accounts receivable
• Prepare and issue customer invoices and progress billings
• Monitor accounts receivable and actively follow up on past-due accounts
• Review, code and enter vendor and subcontractor invoices
• Ensure invoices are properly approved before payment
• Reconcile bank accounts and credit cards monthly
• Maintain an accurate general ledger
• Assist with monthly and year-end accounting close
• Work directly with the company’s outside CPA/accounting firm
• Prepare financial and management reports for the owner
Construction Job Costing
• Maintain accurate job-cost records for each construction project
• Properly allocate labor, materials, subcontractors and other costs to individual jobs
• Review job costs for accuracy and identify unusual or improperly coded expenses
• Prepare project profitability and job-cost reports for management
• Assist project managers with monitoring actual costs versus budgets
• Help ensure change orders, deposits and additional work are properly documented and billed
Payroll & Timekeeping
• Process payroll accurately and on schedule
• Review employee timecards for completeness and accuracy
• Ensure employee labor is charged to the correct jobs and cost categories
• Maintain payroll records and employee deductions
• Process expense reimbursements
• Coordinate payroll tax and reporting matters with outside providers as necessary
HR & Employee Administration
• Maintain confidential employee personnel files
• Coordinate new-employee onboarding and payroll setup
• Maintain employee tax forms and benefit documentation
• Assist with employee benefit administration
• Process compensation and employment-status changes
• Assist management with employee documentation and personnel matters
• Coordinate administrative requirements associated with employee departures and terminations
• Maintain required employment records and assist with Minnesota leave and employment compliance
Insurance & Workers’ Compensation
• Maintain company insurance records
• Coordinate with the company’s insurance broker
• Assist with general liability, commercial auto, property, umbrella and workers’ compensation renewals
• Maintain workers’ compensation payroll and classification information
• Assist with workers’ compensation audits
• Coordinate administrative documentation following workplace injuries
• Maintain required incident and insurance documentation
Subcontractor & Vendor Compliance
• Obtain and maintain Form W-9s from subcontractors and vendors
• Maintain information required for year-end 1099 reporting
• Obtain and track subcontractor Certificates of Insurance
• Monitor expiration dates for subcontractor insurance coverage
• Maintain executed subcontractor agreements
• Verify required subcontractor paperwork is received before work begins or payments are released
• Maintain organized subcontractor and vendor files
• Follow up aggressively on missing or expired documentation
Office & Administrative Management
• Maintain organized electronic accounting, project and administrative records
• Develop and maintain written office procedures
• Coordinate administrative workflow with the owner, project managers and field employees
• Assist with company registrations, licenses and other administrative compliance requirements
• Identify administrative problems before they become larger problems
• Recommend improvements to accounting and office procedures
• Perform other administrative and accounting responsibilities as reasonably assigned
Qualifications
Required:
• Minimum 5–7 years of accounting, bookkeeping or office financial-management experience
• Strong working knowledge of QuickBooks Online
• Significant accounts payable and accounts receivable experience
• Payroll-processing experience
• Strong understanding of bank and credit-card reconciliations
• Strong Microsoft Excel skills
• Excellent organizational and follow-up skills
• Strong attention to detail
• Ability to manage multiple deadlines
• Ability to work independently with limited supervision
• Ability to handle confidential employee and financial information
Strongly Preferred:
• Previous experience working for a general contractor, subcontractor or construction company
• Construction job-cost accounting experience
• Experience working with subcontractors
• Experience administering W-9s, 1099s and Certificates of Insurance
• Workers’ compensation and business-insurance experience
• Experience working with outside CPAs and payroll providers
• Experience with construction or project-management software
An accounting or business degree is helpful but not required. We place significant value on practical construction accounting and office-management experience.
Who We’re Looking For
We are looking for someone who takes ownership of their work.
You may be a particularly good fit if you are the person who:
• Notices when the numbers don’t make sense
• Wants to know why a job is over budget
• Doesn’t pay an invoice simply because someone submitted it
• Tracks down missing receipts instead of ignoring them
• Follows up on overdue customer invoices
• Makes sure subcontractor insurance hasn’t expired
• Keeps payroll and job costing accurate
• Creates a system when there isn’t one
• Can politely but persistently get information from busy project managers and field employees
• Understands that accurate accounting is essential to running a profitable construction company
This is not simply a bookkeeping position and it is not simply an administrative assistant position. It is a hands-on management position responsible for helping keep the financial and administrative side of a construction company under control.
Schedule
Full-time, Monday through Friday
This is primarily an office-based position requiring regular interaction with ownership, project managers, employees, vendors and subcontractors.
Compensation
$85,000–$100,000 per year, depending upon relevant construction, accounting and management experience, plus the opportunity to earn an annual performance bonus of up to 10% of base salary.
We are an equal opportunity employer and consider qualified applicants without regard to protected characteristics under applicable federal, state and local law.