Office Manager-bookeeper

We are a small, growing South Florida construction, remodeling, and property management company looking for an experienced, highly organized Office Manager/Bookkeeper to serve as the operational hub of the team overseeing daily accounting and administrative operations and keeping every project moving smoothly through permitting, scheduling, subcontractor coordination, invoicing, and client updates. Your responsibilities will include scheduling meetings, paying invoices, purchasing materials, managing properties, and maintaining office equipment. The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures.

Your work is visible, your ideas get heard, and the role is expected to evolve into a more senior operations position as the company scales and becomes more AI-integrated. You'll be expected to take initiative, solve problems independently, and take on responsibilities beyond this job description as the business grows.

Success in this role is measured on reliability and follow-through, including responsiveness across clients, subcontractors, vendors, and the internal team, and on-time completion of administrative and project deadlines.

• Daily use of QuickBooks and Buildium, including creating estimates, invoices, and purchase orders, tracking expenses, and basic job costing.

• Accounts Receivable and Accounts Payable.

• Bank reconciliations and general journal entries.

• Process payroll through ADP.

• Prepare customer invoices and progress billing, including AIA billing documents (Applications for Payment / G702-G703, Schedule of Values, and Change Orders).

• Manage collections: follow up with clients on payments, make collection calls, and keep ownership informed of payment status.

• Coordinate vendor payments and purchasing.

• Assist with project budgeting and financial tracking.

• Prepare and track Notices to Owner (NTOs), permit applications, NOCs, lien waivers, and releases of lien.

• Process and coordinate permitting, inspections, and project approvals with Miami-area municipalities (Miami-Dade, City of Miami, and Miami Beach), following up and flagging anything that could delay a job.

• Manage subcontractor files, Certificates of Insurance (COIs), W-9s, and other compliance documentation, including tracking coverage renewals.

• Coordinate subcontractors and vendors: confirm crews, keep commitments on track, and route purchase orders and paperwork.

• Manage material pricing, ordering, and delivery coordination.

• Supervise employees and ensure projects remain on schedule and within budget where applicable.

• Manage calendars, appointments, meetings, and inspections for the office, ownership, and project management team.

• Monitor and report on the status and progress of active projects.

• Maintain organized digital and physical project files, documentation, and tracking logs.

• Serve as the communication hub across clients, prospects, subcontractors, vendors, building management, architects, designers, inspectors, and field personnel, including Spanish-speaking workers.

• Answer phone calls and monitor, prioritize, and respond to a high volume of emails professionally.

• Provide clients with friendly updates, schedule notices, selection reminders, and change-order paperwork.

• Assist with preparing estimates, proposals, contracts, and other project documentation (training provided as needed).

• Provide direct administrative support to the owner: scheduling, follow-ups, errands, and general office operations.

• Assist in improving office procedures and overall workflow.

• Persuasive, professional phone communication, including comfort with outbound and cold calls to help build partnerships that support business development (where applicable to the role).

• Prioritize and juggle multiple requests based on urgency and impact, taking direction from more than one person.

• Take on additional responsibilities as the role and the business evolve.