Office Manager Position Description

Position Overview

The Office Manager at Dave’s Construction, LLC—a Jackson Infrastructure Services LLC company—plays a vital role in supporting both office and field operations. This position is located at 5104 N Harvestore Rd, Sioux Falls, SD 57107, and encompasses a wide range of responsibilities designed to ensure efficient workflow and compliance with company policies. The right person in this role will be a self-starter who takes initiative on open tasks.

Core Responsibilities

Administrative & Financial Support

• Maintain a general understanding of construction billing processes to support accurate financial transactions.
• Assist with setting up vendors, customers, and jobs to facilitate project execution.
• Handle vehicle licensing, registration, and Department of Transportation (DOT) reporting requirements.
• Submit desktop deposits to the local bank to ensure timely financial processing.
• Consistently maintain confidentiality regarding unit pricing, contract values, and HR/payroll matters.

Human Resources & Payroll

• Serve as the local HR representative, acting as a liaison between local employees and Corporate HR for inquiries and guidance.
• Act as the local payroll representative by helping crews submit timecards accurately and on time, and by submitting per diem requests for traveling employees to Corporate Payroll.

Information Technology Support

• Provide first-level IT help by assisting with password resets and mobile device support, and escalate complex issues to the Corporate IT department as needed.

Communication & Relationship Management

• Answer and direct calls at the main office to ensure smooth communication.
• Cultivate positive working relationships with project managers, employees, owners, engineers, subcontractors, and other vendors involved in contracts.

Contract and Project Administration

Pre-Bid & Pre-Construction Activities

• Review pre-bid and pre-construction notes, identifying unusual requirements for the Project Manager’s attention, such as SWPPP responsibilities or certified wage report requirements, which may impact labor pricing and project expenses.
• Make note of important contract details, including contract days and liquidated damages amounts.
• Work with the Corporate Contract Manager to obtain bid and performance bonds and prepare contract documents for signatures.
• Assist in onboarding new partners and material suppliers, and in preparing subcontracts.

Project Execution & Field Coordination

• Work closely with Project Managers in the field to ensure completion of all contract units.
• Collect and record all field production data from crews throughout the project.
• Collect, reconcile, and record subcontractor and in-house crew production, regularly verifying units completed against invoices.
• Submit subcontractor invoices to corporate Accounts Payable and resolve any billing-related questions during the project.
• Submit production information to Project Engineers and reconcile completed units with invoices sent to owners.
• Work with the Contract Manager during the project to process necessary change orders at both the contractor and subcontractor levels.
• Compile all production per contract terms and submit billing packages for efficient and accurate customer invoicing.

Project Closeout

• Collaborate with the Contract Manager to prepare closing documents for signatures, including lien releases with subcontractors and material suppliers.
• Coordinate the release of retention with customers.
• Work with Accounts Payable to ensure subcontractors submit proper paperwork and assist in the release of retention.