Office Manager

Position Summary

We are hiring a full-time Office Manager to run the day-to-day office operations at our Brooklyn headquarters. This is

not a junior role - we need an experienced professional who can hit the ground running and take full ownership of

QuickBooks, accounts receivable, certified payroll, insurance / COI coordination, and general office administration for

an active $15M+ revenue commercial HVAC contractor

Non-Negotiable Requirements

• 5+ years of office management or bookkeeping experience specifically in a Commercial HVAC or MEP

(Mechanical / Electrical / Plumbing) contracting company

• Active New York State Notary Public commission (or ability to obtain within 30 days of hire)

• Advanced proficiency in QuickBooks Online (full AR/AP cycle, reconciliations, reporting)

• Hands-on experience with certified payroll (Form PW-3) for prevailing wage projects

• Direct experience managing Certificates of Insurance (COIs) and working with insurance brokers on renewals

and audits

• Fluent professional English (spoken and written)

Key Responsibilities

QuickBooks & Accounts Receivable (Primary)

• Own all QuickBooks Online transactions, invoicing, payments, and reconciliations

• Manage Accounts Receivable end-to-end - invoicing, aging reports, collections follow-up

• Prepare monthly AR reports for CEO review

• Coordinate with Project Managers on billing status and payment tracking

Accounts Payable

• Process vendor and subcontractor invoices

• Coordinate lien waivers, W-9s, and supporting documents

• Reconcile vendor statements

• Manage payment runs with CEO approval

Payroll & Certified Payroll

• Support weekly payroll processing (working with our payroll provider)

• Prepare certified payroll (Form PW-3) for prevailing wage projects

• Maintain accurate employee records, wages, deductions, direct deposit

• Handle new-hire onboarding paperwork and offboarding

Insurance & Certificate of Insurance (COI) Coordination

• Manage all COI requests from General Contractors and owners

• Maintain a log of active COIs and renewal dates

• Coordinate with our insurance broker (EPIC / others) on renewals, additions, and audits

• Track Workers' Compensation, General Liability, Auto, and Umbrella policies

Notary Services

• Notarize lien waivers, pay applications, subcontract documents, and other project documentation as required by

GCs

• Maintain notary journal and stamp in accordance with New York State law

Office Administration

• Answer the office phone, greet visitors, route calls and messages

• Order and manage office supplies and equipment inventory

• Maintain organized digital and physical filing systems

• Schedule and coordinate internal office meetings

• Support onboarding of new hires (office and field)

• Assist with travel coordination and expense tracking

GC / Client Coordination

• Serve as a professional point of contact for GC accounting departments (billing questions, W-9s, insurance, lien

waivers)

• Manage vendor onboarding paperwork

• Support Project Managers with document preparation and submission

Preferred Qualifications

• Experience with NYC / NJ commercial construction General Contractors (Structure Tone, Turner, Skanska, JRM,

Clune, Consigli, Kajima, and similar)

• Familiarity with construction platforms: Procore, GCPay, Textura, Bluebeam

• Experience with AIA billing (G702 / G703) submission and support

• Bilingual (English / Russian or English / Spanish) is a plus

• Prior experience with COI compliance platforms (myCOI, COITRAK)

• NJ Notary Public commission (in addition to NY)

• Understanding of NJ / NY Prompt Payment Acts and lien processes