Office Manager in Decatur, TX, Texas at FX5 Utility Construction LLC

The Office Manager is FX5 Utility Construction's primary point of contact for day-to-day financial administration and general office operations. This role bridges accounting (invoicing, deposits, month-end support) and operational administration (fleet/fuel cards, uniforms, vendor and facilities coordination) in close partnership with Center Phase Energy's enterprise accounting function. The role requires strong working knowledge of QuickBooks and NetSuite, and the judgment to manage confidential financial information.

Key Responsibilities

Accounts Receivable, Invoicing & Cash Management

• Prepare and issue customer invoicing for assigned accounts (e.g., Denton, Developer/Random) in both QuickBooks and NetSuite, ensuring parallel records stay reconciled.
• Own the weekly aging review (every Monday) and drive follow-up on outstanding receivables.
• Process customer unconditional/conditional lien waivers and manage customer invoicing-portal setups.
• Receive customer payments (mail/email), process mobile deposits, deposit ACH payments in NetSuite, and coordinate the daily sweep the morning after each deposit.
• Support OCIP (Owner-Controlled Insurance Program) setups and related payroll uploads.
• Assist with municipal/city permitting as needed.

Fleet, Fuel Cards & Equipment Administration

• Order fuel card replacements and maintain the driver/PIN assignment list.
• Submit phone and Ramp card requests for new hires and coordinate email/computer setup with IT.
• Manage uniform orders, changes, and terminations on a weekly cadence.
• Maintain the Damage Tracking Workbook in coordination with Operations.

Month-End Close Support

• Complete FX5's month-end close checklist items ahead of CPE's consolidated close: WIP entry, the accrued revenue worksheet, and crew FTE/statistics/add-back reporting (in coordination with Operations).
• Support month-end invoicing alongside other office staff.

General Office Administration

• Serve as a point of contact for phone calls, general email inquiries, and PO Box mail.
• Request and maintain Certificates of Insurance (COIs).
• Maintain office form templates and coordinate reorder of office supplies/paperwork.
• Support website management coordination and manage recurring monthly bills on the assigned Ramp card.

• 3+ years of experience in office administration, accounts receivable/invoicing, or bookkeeping support, ideally in construction, utility services, or a similarly project/crew-based industry.
• Hands-on experience with QuickBooks and NetSuite (or comparable accounting/ERP systems), including invoicing, receivables aging, and cash deposit processing.
• Experience coordinating fleet, fuel card, or equipment administration is a plus.
• Comfort managing confidential financial and vendor data with discretion.
• Strong organizational skills and ability to manage a high volume of recurring weekly/monthly deadlines (aging, month-end close) with minimal oversight.
• Clear written and verbal communication for coordinating across FX5 staff, CPE enterprise accounting, customers, and vendors.
• Proficiency with MS Office/Microsoft 365 and comfort adopting new systems as FX5 transitions its office tools (e.g., planned move to SharePoint).