Position Overview
The Office Manager is responsible for managing a wide range of administrative, financial, and
operational functions. This includes supervising the Contract Administration department, supporting
payroll and HR functions, managing accounts payable/receivable, maintaining compliance tasks, and
ensuring the service department has the resources it needs. The role also includes inventory
management and oversight of procurement to ensure that materials are ordered, tracked, and correctly
assigned to projects.
This role requires excellent leadership, communication, and multitasking skills with a strong
background in office and financial operations—ideally within a construction, engineering, or automation
setting.
operational functions. This includes supervising the Contract Administration department, supporting
payroll and HR functions, managing accounts payable/receivable, maintaining compliance tasks, and
ensuring the service department has the resources it needs. The role also includes inventory
management and oversight of procurement to ensure that materials are ordered, tracked, and correctly
assigned to projects.
This role requires excellent leadership, communication, and multitasking skills with a strong
background in office and financial operations—ideally within a construction, engineering, or automation
setting.
Key Responsibilities
Team Oversight & Collaboration
• Provide day-to-day oversight of the Contract Administration department, ensuring tasks and deadlines are met
• Work closely with the Service Department to ensure accurate and timely invoicing, and verify required materials are on hand
• Collaborate with project managers and field teams to ensure administrative support aligns with project needs
• Train, mentor, and support administrative team members to improve efficiency and accuracy
Inventory & Job Costing Support
• Manage inventory tracking, ensuring products are ordered promptly and assigned to appropriate jobs
• Maintain accurate inventory records in coordination with the service and project teams
• Ensure product deliveries align with job timelines and billing schedules
Payroll & Employee Administration
• Process weekly payroll, including union and non-union employees
• Administer federal and state payroll taxes (weekly and quarterly) and filings (941, DE9, FUTA, SUI)
• Submit W-2s, complete year-end tax prep, and manage employment verification
• Administer employee onboarding and benefit enrollments (health insurance and 401(k))
• Maintain and update union wage rates per contract terms
Accounts Payable & Vendor Relations
• Manage vendor invoices and payments
• Prepare and issue 1099s
• Ensure timely and accurate data entry into CE or similar system
Accounts Receivable & Billing
• Generate monthly AIA billings for contract work
• Ensure lien releases are submitted appropriately
• Support collections and ensure outstanding invoices are followed up
Corporate Compliance & Renewals
• Maintain up-to-date CUPCCAA applications and DSLE registration (Public Works)
• Complete Statement of Qualification forms
• Renew contractor’s license, business licenses, general liability, workers' comp, and G/L
insurance
• Submit OSHA 300 reports and manage public works reporting requirements
Audit & Tax Support
• Provide documentation and support during union, GL, workers’ comp, and sales tax audits
• Manage monthly and quarterly sales tax filings and payments
Annual Responsibilities
• Update payroll tax rates and benefit accruals in CE
• Update quote and work order numbering for the new year
• Prepare and submit the annual 401(k) census
• Maintain and update internal reports, including the commission tracking spreadsheet
• Provide day-to-day oversight of the Contract Administration department, ensuring tasks and deadlines are met
• Work closely with the Service Department to ensure accurate and timely invoicing, and verify required materials are on hand
• Collaborate with project managers and field teams to ensure administrative support aligns with project needs
• Train, mentor, and support administrative team members to improve efficiency and accuracy
Inventory & Job Costing Support
• Manage inventory tracking, ensuring products are ordered promptly and assigned to appropriate jobs
• Maintain accurate inventory records in coordination with the service and project teams
• Ensure product deliveries align with job timelines and billing schedules
Payroll & Employee Administration
• Process weekly payroll, including union and non-union employees
• Administer federal and state payroll taxes (weekly and quarterly) and filings (941, DE9, FUTA, SUI)
• Submit W-2s, complete year-end tax prep, and manage employment verification
• Administer employee onboarding and benefit enrollments (health insurance and 401(k))
• Maintain and update union wage rates per contract terms
Accounts Payable & Vendor Relations
• Manage vendor invoices and payments
• Prepare and issue 1099s
• Ensure timely and accurate data entry into CE or similar system
Accounts Receivable & Billing
• Generate monthly AIA billings for contract work
• Ensure lien releases are submitted appropriately
• Support collections and ensure outstanding invoices are followed up
Corporate Compliance & Renewals
• Maintain up-to-date CUPCCAA applications and DSLE registration (Public Works)
• Complete Statement of Qualification forms
• Renew contractor’s license, business licenses, general liability, workers' comp, and G/L
insurance
• Submit OSHA 300 reports and manage public works reporting requirements
Audit & Tax Support
• Provide documentation and support during union, GL, workers’ comp, and sales tax audits
• Manage monthly and quarterly sales tax filings and payments
Annual Responsibilities
• Update payroll tax rates and benefit accruals in CE
• Update quote and work order numbering for the new year
• Prepare and submit the annual 401(k) census
• Maintain and update internal reports, including the commission tracking spreadsheet
Qualifications & Requirements
• 3–5 years of experience in office management, administrative leadership, or financial operations
• Experience supervising staff or departmental teams
• Strong working knowledge of construction/project accounting software
• Experience with union payroll, AIA billing, and multi-state tax reporting
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple responsibilities in a deadline-driven environment
• Experience supervising staff or departmental teams
• Strong working knowledge of construction/project accounting software
• Experience with union payroll, AIA billing, and multi-state tax reporting
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple responsibilities in a deadline-driven environment
Preferred Skills
• Background in construction, contracting, or building automation
• Familiarity with union contracts and public works requirements
• Working knowledge of OSHA reporting, CUPCCAA, and DSLE compliance
• Experience with inventory or procurement systems
• 3–5 years of experience in office management, administrative leadership, or financial operations
• Familiarity with union contracts and public works requirements
• Working knowledge of OSHA reporting, CUPCCAA, and DSLE compliance
• Experience with inventory or procurement systems
• 3–5 years of experience in office management, administrative leadership, or financial operations
Compensation & Benefits
Bedard Controls offers a competitive compensation package based on experience and qualifications.
We are an equal opportunity employer and welcome applicants from all backgrounds.
• Comprehensive medical, vision, and dental insurance plans
• Paid vacation time and paid sick leave
• Competitive 401(k) retirement plan with company profit sharing
• Supportive and collaborative work environment
We are an equal opportunity employer and welcome applicants from all backgrounds.
• Comprehensive medical, vision, and dental insurance plans
• Paid vacation time and paid sick leave
• Competitive 401(k) retirement plan with company profit sharing
• Supportive and collaborative work environment
Send your resume to:
[email protected]
[email protected]
