Office Manager - Construction in Phoenix, Arizona at American Fence Company, Inc.

American Fence Company is hiring a Construction Office Administrator. Pay range is $28.00 - $36.00/hour DOE. Successful candidate will be very well organized, have excellent communication skills and be computer literate. Must have prior experience in construction industry and contract administration.

About Us:
American Fence Company , founded in 1948, is one of the largest installer of rental and permanent fence that is focused on future growth. We provide a high quality of fencing solutions by valuing our employees which has resulted in average tenure of 9 years of employment.

Key Responsibilities

1. Accounts Receivable, Billing & Collections

• Process daily RAF and extension invoicing, ensuring billing accuracy and timely submission.
• Prepare and submit AIA pay applications and supporting documentation through customer and contractor platforms, including Textura, Procore, and Coupa.
• Generate daily cash balancing reports and reconcile payments and deposits.
• Process credit card transactions and accurately apply payments to the appropriate customer accounts and invoices.
• Monitor outstanding receivables and manage collection activities through the Collection Command Center.
• Contact customers regarding past-due balances, document collection efforts, update account records, and escalate collection issues as appropriate.
• Assist with researching and resolving billing discrepancies, payment discrepancies, and account questions.
  

2. Records Management & Documentation

• Maintain complete, accurate, and organized job files and supporting RAF documentation in Docuware.
• Ensure required paperwork is properly filed, accessible, and maintained in accordance with company procedures.
• Review documentation for completeness and follow up on missing or outstanding items.
  

3. Customer & Job Administration

• Review and approve jobs in accordance with company guidelines and approval requirements.
• Assign Report of Order (R.O.) numbers and Address Book Numbers as required.
• Verify required customer and job information and coordinate the collection of applicable down payments.
• Prepare lien releases and related documentation in accordance with company procedures.
• Support certified payroll administration per company guidelines.

4. Communication & General Office Support

• Monitor and respond to customer and internal emails in a timely and professional manner.
• Direct customer inquiries to the appropriate department or personnel.
• Communicate with customers, project teams, and internal departments to resolve administrative and billing issues.
• Perform general office and administrative duties as assigned.
• Maintain the confidentiality and accuracy of customer, financial, and job-related information.

Education:
High School Graduate or General Education Degree (GED): Required
Associate's Degree (two year college or technical school) Preferred, Field of Study: Business

Experience:

• 2 plus years of experience in Accounts Receivable
• Experience with construction billing, AIA pay applications, or construction contract administration preferred.
• Experience with collections, cash application, and account reconciliation preferred.

Computer Skills:

• Proficiency in Microsoft Excel, Word, and Outlook.
• General knowledge of accounting principles and accounting software.
• Experience with construction ERP systems preferred.
• Familiarity with Textura, Procore, Coupa, and DocuWare preferred.
• Willingness to learn and utilize AI tools to improve efficiency, accuracy, and administrative workflows.

Certifications & Licenses:

• Currently hold or have the ability to obtain state notary public commission required.

Benefits:
We offer full Benefit packages to our employees including:

• Group Medical Insurance with prescription coverage
• Dental Insurance
• Basic and Voluntary Life Insurance
• Voluntary AD & D Insurance
• Short and Long Term Disability Insurance
• Company Paid Holidays
• Paid Time Off (PTO)
• 401k with company match
• Employee Discounts

EOE/AA/M/F/D/V - Drug Free Environment