Assistant Office Manager

Description:

JOB SUMMARY

This role is responsible for assisting the office manager in managing invoices, accounts payable and receivable, payroll support, and bank reconciliations, while ensuring accuracy and compliance with company policies and regulatory requirements. The position also oversees reporting functions such as certified payroll, OSHA logs, tax tracking, and 1099 preparation. NEEDS TO BE FLUENT IN LABOR COMPLIANCE AS IT PERTAINS TO CONSTRUCTION.

JOB DUTIES AND RESPONSIBILITIES

• Manage and process invoicing, ensuring accuracy, timeliness, and proper documentation for all billed services
• Prepare and write up jobs in internal systems, maintaining organized and up-to-date job records
• Review and respond to incoming emails, prioritizing communication and ensuring timely follow-ups
• Oversee accounts receivable, including tracking outstanding balances and ensuring prompt collections
• Input and manage financial data within Wells Fargo banking systems, ensuring accuracy of transactions
• Assist with payroll processing, verifying employee hours, and ensuring compliance with company policies
• Prepare and record daily deposits, maintaining accurate financial records
• Compile and submit certified payroll reports in compliance with regulatory requirements
• Perform bank reconciliations and adjustments, identifying and resolving discrepancies
• Manage accounts payable, including processing invoices and coordinating timely vendor payments
• Prepare and maintain union hours reports, ensuring compliance with union agreements
• Assist with month-end closing processes, including generating and reviewing financial reports
• Track Los Angeles-based jobs for business tax reporting and compliance purposes
• Conduct collection calls to follow up on outstanding invoices and maintain positive client relationships
• Prepare and issue 1099 forms in accordance with IRS regulations
• Report and track Heavy Haul Tax filings, ensuring compliance with applicable laws
• Maintain and update OSHA 300 logs, ensuring accurate reporting of workplace incidents
• Coordinate OCIP/CCIP enrollments, ensuring proper documentation and compliance
• Handle insurance requests, including certificates of insurance and related documentation
• Process new hire paperwork, ensuring completeness and compliance with onboarding procedures
• Manage credit card processing information, reconciling transactions and maintaining records
• Maintain petty cash accounts, including tracking usage and reconciling balances
• Prepare and manage lien releases and related documentation
• Organize and maintain preliminary project information and files
• Oversee and maintain company drug and alcohol program records and compliance
• Perform general filing and document management, ensuring accurate and accessible recordkeeping

Requirements:

JOB REQUIREMENTS AND MINIMUM QUALIFICATIONS

1. Bachelor’s degree in Business, HR, Public Administration, Accounting, or related field

2. 3-5+ years of experience in labor compliance, prevailing wage, payroll compliance, or related HR/ compliance role

3. Working knowledge of CA labor laws or federal wage regulations

4. Experience with public works or construction compliance programs strongly preferred

5. Strong understanding of wage laws

6. Knowledge of certified payroll reporting (CPR)

7. Familiarity with CA DIR requirements, labor standards, and audits

8. Ability to interpret public works contracts and labor compliance provisions

9. Strong attention to detail and documentation accuracy

10. Ability to manage multiple projects and deadlines simultaneously

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The work environment characteristics described here represent those employee encounters while performing this job's essential functions. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Employees work under typical office or warehouse conditions, and the noise level is usually quiet to moderate. However, in certain assignments, an employee may work near moving equipment and be exposed to toxic or caustic chemicals, biological hazards, airborne fumes, outdoor weather conditions, and loud, prolonged noise.