Office Manager

About the Role

Elevated Paving, Frient Construction, and Dirt X are Colorado construction companies seeking an organized, dependable team member to train into an Office Manager role. This is a full-time, in-person position (weekdays, 8 AM - 4 PM).

Key Responsibilities

Accounts Payable / Accounts Receivable Support

• Prepare and update the weekly cash flow worksheet
• Support AP: organize incoming bills, match them to projects, and help prepare them for approval and payment
• Support AR: track outstanding invoices, help prepare billing, and assist with customer follow-up on past-due items
• Maintain accurate, well-organized spreadsheets and digital filing

HR Administration / Payroll

• Collect weekly hours from each crew and check for errors before payroll runs
• Run weekly payroll for each company
• Onboard new employees through DocuSign, including payroll setup, benefits enrollment, and automobile insurance coverage
• Offboard departing employees: close paperwork, manage return of company property, online access removal, and record updates
• Maintain employee files and the employee document tracking spreadsheet
• Act as liaison with insurance brokers
• Track time-off requests, training, certifications, performance reviews, and sick time
• Answer routine employee questions about policies and benefits
• Escalate complaints, discipline, and sensitive employee issues to company leadership

Office Operations

• Order office supplies and manage vendors
• Collect mail and maintain an organized filing system

Vehicle and Fleet Management

• Keep vehicle registrations current, including DMV visits as needed
• Manage toll and fuel card accounts for all 3 companies
• Work with field leaders to ensure vehicles are DOT compliant, including documentation, safety items, and good working order
• Enroll all CDL drivers in required DOT systems

RV Lot

• Collect and track monthly payments
• Manage waitlist and leasing agreements
• Handle customer complaints

Marketing and Business Development

• Manage the website, social media, and phone system
• Collect project photos and details from the field for case studies, capability sheets, and sales materials
• Coordinate branded apparel, truck graphics, signage, trade shows, sponsorships, and client events

Project Compliance

• Notarize lien waivers and other paperwork and file them appropriately
• Complete pre-qualification forms and packages for new customers and projects
• Prepare, send, and collect subcontract paperwork, including signed agreements, insurance certificates, and W-9s
• Track expiration and renewal dates so all documents stay current, and file everything in the correct company and project folders

Requirements & Tech Stack

• Microsoft Office Suite (especially Excel and Word)
• Google Workspace (Sheets, Docs, Drive, Gmail)
• QuickBooks (preferred)
• DocuSign (preferred)
• Spanish language proficiency (preferred)
• Notary public commission (preferred)

Qualifications

• Strong attention to detail and a careful, accurate approach to numbers and personal information
• Good organization and the ability to manage recurring weekly deadlines
• Ability to handle confidential payroll, benefits, and employee records with discretion
• Clear written and verbal communication; comfortable following up with others politely and persistently
• Dependable and able to work independently on a full-time schedule
• Willingness to learn
• Any exposure to construction, billing, bookkeeping, HR, or office administration is a plus