Office Manager

HM Tile Installations, a fast-growing tile installation company, is seeking a highly organized and detail-oriented Office Manager to handle administrative, financial, and operational tasks.

You will oversee project setup, accounting, HR coordination, vendor communication, insurance, payroll, and compliance — playing a central role in keeping our business running smoothly.

ResponsibilitiesProject Setup & Tracking

- Create and maintain project folders and templates.

- Enter new jobs in HM Tile Job List, eSUB, Project Tracker, and QuickBooks.

- Keep project data current, including invoices, payments, and change orders.

Billing & Payments

- Prepare monthly invoices (AIA format) and process client payments.

- Update QuickBooks, eSUB, and Project Tracker with payment details.

- Submit client waivers and maintain billing records.

Accounts Payable

- Process vendor and subcontractor invoices.

- Generate weekly unpaid bills report and process approved payments.

Payroll

- Coordinate with payroll provider to ensure timely processing.

- Enter payroll data into QuickBooks.

Banking & Reconciliation

- Monitor daily bank activity.

- Perform monthly bank reconciliations and maintain records.

Insurance & Certificates

- Request and track COIs for clients and subcontractors.

- Manage company insurance renewals and audits.

HR & Onboarding

- Maintain employee files and process new hire paperwork (W-4, I-9).

- Coordinate with payroll on wage and start date information.

IT, Supplies & Compliance

- Manage timeclock system and resolve issues.

- Liaise with IT vendor for support and equipment needs.

- Track and pay quarterly NJ sales tax.

Qualifications

- Experience: 3+ years in office management, administration, or operations (construction industry a plus).

- Skills: QuickBooks, project tracking software, invoicing, and payroll coordination.

- Attributes: Organized, proactive, detail-oriented, and able to manage multiple priorities.

- Communication: Strong written and verbal skills.

Schedule

- Monday to Friday

- Full-time

Job Type: Full-time

Pay: $23.84 - $28.72 per hour

Expected hours: 35 – 45 per week

Benefits:

- Flexible schedule

- Health insurance

- Paid time off

Application Question(s):

- This role requires advanced QuickBooks skills, experience managing accounts payable/receivable, and coordinating payroll. Please describe your hands-on experience with QuickBooks, including how many years you’ve used it, the types of transactions you’ve managed, and any construction industry–specific billing formats (such as AIA) you have worked with.

Experience:

- QuickBooks: 5 years (Preferred)

Ability to Commute:

- Edison, NJ 08837 (Required)

Work Location: In person