Office Manager - Gilbert, AZ

Overview

Manage office, HR, project and financial tasks for construction operations.

Key Responsibilities

• permit management
• project tracking
• invoice processing
• payroll processing
• data entry
• office management

Tasks

-Maintain relationships with contractors, consultants, and suppliers. -Support the organization and digitization of project files. -Research jurisdiction-specific permitting requirements to ensure accuracy and compliance. -Process invoices, accounts payable, accounts receivable, and collections. -Cross-train and provide backup support for other administrative roles. -Process payroll accurately and on schedule. -Reconcile vendor statements and ensure accurate documentation. -Update and manage project tracking tools and documentation systems. -Track and manage employee attendance, sick leave, and vacation time. -Maintain centralized project records and company databases. -Serve as the primary point of contact for all office management and employee-related issues. -Handle employee healthcare and 401(k) enrollment notifications. -Generate and submit customer invoices; prepare monthly billing applications. -Perform data entry and other clerical tasks as needed. -Schedule meetings, appointments, and coordinate daily office operations. -Prepare and submit commercial permit applications to local and state agencies. -Participate in candidate screening, interviewing, and onboarding for multiple departments. -Import job setup data into accounting software and maintain vendor/customer records. -Handle phone and email communications in a professional manner. -Manage and update personnel files in compliance with company and state requirements. -Obtain and manage all stages of permits and contractor licenses in various municipalities. -Assist with financial reporting and document control. -Work closely with project managers, design teams, and consultants to expedite the development process. -Assist with project setup, job maintenance, budgets, and change orders. -Communicate with project contacts regarding schedules, documentation, and permit requirements. -Schedule and facilitate new hire orientations. -Support managers with contract proposals, purchase orders, and project documentation. -Create and enter purchase orders and record customer payments. -Support permitting processes from application through final approval. -Partner with HR to update and maintain office policies and employee records.

Requirements

• microsoft office
• viewpoint
• sage
• construction admin
• project coordination
• 3-5 yrs

What You Bring

-Self-motivated and capable of working independently in a fast-paced environment. -Ability to manage multiple priorities and work effectively with cross-functional teams. -Proficiency in Microsoft Office Suite and accounting/project management software (e.g., Viewpoint, Sage, Foundation, or similar). -High attention to detail and accuracy in documentation and reporting. -Strong administrative understanding of construction processes, permitting, and documentation requirements. -Excellent organizational, multitasking, and communication skills. -Minimum 3–5 years of experience in construction office administration or project coordination.

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Benefits

-Opportunities for professional growth and advancement. -Health, dental, and vision insurance. -401(k) with company match. -Competitive salary commensurate with experience. -Paid time off and holidays.

About Nations Roof

-Founded with a focus on quality roofing services, Nation's Roof has grown into a leader in the industry. -Specializes in both commercial and residential roofing solutions, offering everything from repairs to complete installations. -The company prides itself on delivering top-tier craftsmanship, leveraging cutting-edge technology for durability and performance. -Works on a wide variety of projects, from small residential homes to large-scale commercial complexes. -Key areas of expertise include flat roofing, sloped roofing, and emergency repair services. -Features collaborations with national brands, municipalities, and private property owners. -Distinctive for its ability to deliver projects on time and within budget, has built a reputation for reliability.

Sector Specialisms