Office Manager (Accounting & HR)

POSITION SUMMARY

Plumbing Specialties is seeking a highly organized, detail-driven Office Manager to replace our long-tenured and deeply valued administrator. This role is the backbone of our office, responsible for daily accounting functions, payroll coordination, HR administration, compliance reporting, and general office operations.

The ideal candidate is dependable, proactive, comfortable with numbers, experienced in construction or service-trade administration, and capable of maintaining strong working relationships with employees, vendors, and customers. Experience in QuickBooks Online, AIA billing, and union reporting is highly preferred.

KEY RESPONSIBILITIESAccounting & Bookkeeping

• Gather incoming checks and prepare bank deposits
• Enter vendor bills into QuickBooks Online
• Process weekly and monthly payables (print checks, mail checks, coordinate approvals)
• Reconcile monthly bank statements
• Record payroll entries in QuickBooks Online
• Submit monthly union reports including vacation, benefits, and pension
• Track and code timesheets; calculate labor costs and update job-costing “green sheets”
• Invoice customers:
• Weekly for service work
• Monthly for larger projects, including accurate preparation of AIA billing documentation

Office & Administrative Operations

• Build, print, and maintain job folders (job books)
• Maintain accurate physical and digital filing systems
• Coordinate office activities and handle general administrative requests
• Order and pick up lunch for team meetings when needed
• Act as the in-house Notary for release forms (preferred; can obtain certification after hire)

HR, Payroll & Compliance

• Serve as primary liaison with payroll service provider
• Track employee certifications, expirations, and schedule renewals
• Ensure workers’ comp, safety compliance, and union requirements are met
• Support onboarding of new hires
• Maintain confidential employee records

REQUIRED QUALIFICATIONS

• 3–5+ years experience in office management, construction administration, bookkeeping, or payroll/HR support
• Strong proficiency in QuickBooks Online
• Experience with AIA billing (highly preferred)
• Basic understanding of job costing and labor allocation
• Ability to handle sensitive information with discretion
• Excellent communication and organizational skills
• Friendly, professional demeanor suitable for interacting with field staff, vendors, and customers
• Willingness to assist with miscellaneous office tasks as needed

PREFERRED QUALIFICATIONS

• Experience in a subcontractor or construction-trade business (plumbing, electrical, HVAC, GC, etc.)
• Notary certification (or willingness to become one within 60 days)
• Prior experience filing union reports
• Familiarity with Texas employment requirements and working with payroll service providers

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 30 per week

Benefits:

• Health insurance

Work Location: In person