Assistant Office Manager
About the role:
We are seeking a highly organized and proactive Assistant Office Manager to oversee the daily operations of our office. The ideal candidate will possess strong administrative skills and have experience in managing office functions, including front desk responsibilities, budgeting, and vendor management. This role is essential for ensuring a smooth workflow and providing support to both staff and clients.
Schedule: Monday – Friday 7:30am - 4pm (flexible start time)
Pay: $30/hr.
Job Type: Full-time; Temp to hire
Industry: Construction
Responsibilities:
Manage front desk operations, including greeting visitors and handling phone inquiries with professionalism and courtesy.
Oversee administrative tasks such as scheduling appointments, maintaining office supplies, and coordinating meetings.
Supervise office staff, providing guidance and support to enhance team productivity.
Handle human resources functions, including onboarding new employees and maintaining personnel records.
Implement effective office management practices to streamline processes and improve efficiency.
Reconcile project costs and preform job cost tracking to analyze project profitability
Assist with processing vendor invoices and reconciling vendor statements to resolve any discrepancies
Prepare Quarterly WIP reports for CPAs and Management
Will be the point of contact for our CPAs and Financial Advisors
Prepare monthly union contribution transmittals
Input and manage financial records such as accounts payable, receivables, and reconciling bank statements using QuickBooks
Complete monthly and annual Hawaii State general excise tax filings
Complete monthly schedule of values to bill customers on a monthly basis
Track accounts receivables and follow up on outstanding payments
Qualifications:
Bachelor's Degree in Accounting or Finance
Certified Public Notary License (or be willing to obtain)
Experience:
Minimum of 3 years proven experience in an office management role or similar position.
Construction industry experience preferred
Experience in budgeting and financial management.
Familiarity with human resources processes is advantageous.
Minimum 3 Years prior experience in accounting and management
Proficient in QuickBooks and Procore or similar construction programs
Familiar with AIA contracts and Schedule of Values
Familiar with Union Reporting
Experience with certified payroll for state and government projects
TO APPLY: Text ASSISTANT OFFICE MANAGER to 808-533-9068 to receive a link to our online application and to speak to a recruiter.