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Construction Office Manager - bookkeeper, controller, administrative (Snohomish county)
Office Manager – Asphalt Paving & Road Construction
Position Overview
We are seeking a self-motivated, highly organized, detail-oriented Office Manager to oversee the daily financial, administrative, and compliance operations of our small but growing asphalt paving and road construction company. This role combines accounting, payroll, HR, subcontractor management, and project support responsibilities. The ideal candidate will be comfortable wearing many hats, handling multiple priorities, and ensuring smooth office operations while supporting the owner and project managers.
Option for work-from-home or hybrid
Hourly or salary compensation, 30hrs+ to full time options
Key Responsibilities
Accounting & Bookkeeping
• Enter bills, assign costs to jobs, and process bi-weekly payments.
• Maintain up-to-date financial records and allocate expenditures to proper accounts.
• Reconcile bank accounts and credit cards monthly.
• Manage weekly invoicing, contractor payment portals, lien waivers, deposits, and collections.
• Prepare job-specific P&L and balance sheet reports as requested.
• Support year-end tax preparation and work with CPA/tax professionals.
Payroll & HR Administration
• Collect and review employee timesheets; run biweekly payroll.
• Work closely with asphalt crews to resolve timesheet, draw, and payment issues.
• Maintain payroll spreadsheets, updating for raises, prevailing wage (PW) rates, and fringe calculations.
• File and pay monthly/quarterly liabilities (L&I, Employment Security, WFMLA, DOR, health insurance, fidelity, city filings).
• Prepare and submit certified payroll reports in multiple platforms (LCP tracker, L&I, QB, etc.).
• Onboard new hires (W-4, I-9, direct deposit) and maintain personnel files.
• Process employment verifications, unemployment, and child support reports.
• Issue W-2s and assist with annual payroll audits.
Subcontractor & Project Compliance
• Manage all subcontractor paperwork (COIs, W-9s, resale certificates, certified payroll, intents, affidavits).
• Keep subcontractor records updated in QuickBooks and project files.
• Assemble subcontractor packets, contracts, and compliance documents.
• Track and collect subcontractor paperwork for both prime and sub projects.
• Assist with public works bids and ensure bonding, insurance, and bid documents are accurate and timely.
Project & Operations Support
• Support retainage release and respond to state/federal agency audits.
• Help prepare insurance renewals.
• Maintain truck fleet records (tabs, registrations, 2290 tax items).
• Handle wire transfers, vendor payments, and bank relations.
Administrative & IT Duties
• Maintain organized electronic and paper filing systems, ensuring historical records are accessible.
• Manage office emails and domains (GoDaddy) and set up new accounts as needed.
• Coordinate with external accountants for tax planning.
• Keep external accounting software and project management tools updated as needed.
• Provide general administrative support to company leadership.
Qualifications
• Bookkeeping, office management, or construction administration experience.
• Strong knowledge of QuickBooks, Excel, and payroll systems.
• Familiarity with certified payroll, prevailing wage, and public works compliance preferred.
• Excellent organizational skills with attention to detail and deadlines.
• Ability to communicate effectively with subcontractors, employees, and agency representatives.
• Self-starter with problem-solving mindset and ability to manage multiple responsibilities independently.
Compensation & Benefits
• Competitive salary based on experience.
• Health insurance and retirement plan options.
• Paid time off and holidays.
• Flexible work schedule
• Opportunities for professional growth in a small, family-oriented company.
Send email with resume and work experience
405 117th St SE, Everett, WA 98208, USA
Negotiable Salary
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