Overview
Office Manager/Bookkeeper Jobs in Conshohocken, PA at J.A. Brown Company
Position Summary:
We are looking for a highly organized and proactive Office Manager to oversee the financial and administrative operations of a small sales & construction company. The ideal candidate will be proficient in QuickBooks, experienced with AR/AP, payroll, tax coordination, and insurance, and capable of handling all day-to-day office administration tasks, including work orders, compliance tracking, subcontractor onboarding, and local business filings. This role is critical in keeping both the front and back office running smoothly and ensuring the company remains in full legal and financial compliance.
Key Responsibilities: Accounting & Financial Operations
Manage accounts receivable (invoicing, collections) and accounts payable (vendor payments, subcontractor billing) using QuickBooks
Process payroll, direct deposits, payroll tax filings, and year-end forms (W-2, 1099)
Assist with monthly reconciliations, journal entries, and preparation of financial statements
Coordinate with CPA or accountant for quarterly and annual tax filings, including sales tax, business returns, and 1099s
Maintain accurate financial records and organize all receipts, payments, and reports
Subcontractor & Project Administration
Issue work orders to subcontractors, track deliverables, and confirm completion for billing
Maintain subcontractor documentation, including COIs, W-9s, contracts, and compliance requirements
Track job costs and subcontractor invoices to ensure alignment with work performed and project budgets
Support the preparation of bid packages, prequalification documents, sales order issuance, and purchase order issuance.
Compliance, Insurance & Business Filings
Handle local, state, and federal business filings, licenses, permits, and renewals
Coordinate with insurance brokers for company and project-specific general liability, workers’ comp, and auto insurance
Ensure regulatory compliance with labor laws, OSHA documentation, and subcontractor insurance tracking
Serve as point of contact for audits, insurance verifications, and legal inquiries
Office Management & General Administration
Manage all general office operations, including supplies, vendor accounts, filing systems, and correspondence
Maintain and organize employee records, job applications, onboarding documentation, and HR files
Support management with calendar coordination, project tracking, and administrative planning
Maintain organized digital and paper filing systems for financial, HR, and project-related documents
Identify and implement process improvements to streamline workflows
Qualifications:
Associate’s or Bachelor’s degree in Business, Accounting, or related field (preferred)
3+ years of experience in office management, preferably in the construction industry
Proficiency in QuickBooks (required)
Strong understanding of construction-related financial processes including subcontractor billing and work orders
Experience with local business filings, licensing, and compliance
Knowledge of insurance certificates, workers’ comp, and risk management
Proficiency in Microsoft Office (Excel, Word, Outlook); Google Workspace a plus
Excellent communication, organizational, and multitasking skills
Ability to work independently and handle sensitive information confidentially
Preferred Attributes:
Experience with construction job costing, lien waivers, and payment schedules
Familiarity with construction management or estimating software (e.g., Buildertrend, Procore, or similar)
Ability to adapt in a fast-paced, small business environment and wear multiple hats
Experience with AIA billing
Job Type: Full-time
Pay: $60,000.00 – $80,000.00 per year
Benefits:
Health insurance
Paid time off
Retirement plan
Schedule:
Monday to Friday
Work Location: In person
Title: Office Manager/Bookkeeper
Company: J.A. Brown Company
Location: Conshohocken, PA
Category:
