Location: Old Lyme, CT

The Office Manager oversees daily administrative operations and office procedures to ensure a well-organized, efficient, and safe work environment. This role supports strong communication across the company, manages vendor and business partner interactions, processes payroll, and assists the General Manager throughout the bidding process and project execution. The Office Manager ensures all business matters are handled accurately, timely, and professionally. Candidates should have prior experience as a front office manager or office administrator and be proficient with office software, including email systems, spreadsheets, and databases. A college degree is preferred.

Responsibilities and duties include:

Daily Duties

• Greet visitors, answer phones, and manage incoming mail and general company emails.
• Support the Owner and management team by coordinating business needs, meetings, and travel arrangements.
• Handle invoicing, inter-company billing, and reconciliation of inter-company transactions.
• Manage office supplies and resources.
• Create and format forms, documents, and letters.
• Take and distribute meeting notes.
• Assist with various administrative tasks as requested by leadership and staff.

Contracts Administration

• Obtain bonding and insurance quotes, prepare bid packages, and submit required bid documents and results.
• Review bid requirements and advise estimating on insurance, subcontractor, and state compliance issues.
• Complete all state-required paperwork (CHRO, certified payroll, lien waivers, etc.).
• Serve as AA/EOE Officer, maintaining compliance records and annual DOT reporting.
• Manage subcontractor documentation (agreements, COIs, work orders) and maintain organized bid/job files.
• Assist the GM with bidding tasks and job-related administrative workflows.
• Handle certification renewals (SBE, DAS, DOT, TERO, Non-Gaming Vendor, etc.) and maintain job folders.

Fleet Administration

• Track purchased and sold vehicles/equipment, maintain files, and keep the asset database updated.
• Update automotive and inland marine insurance policies as needed.
• Provide asset and financial documentation for accounting and record entries in QuickBooks.
• Handle DMV and IRP registrations and renewals.
• File CT Fuel Tax Use, IFTA renewals, and quarterly IFTA reports using trip data.
• Complete federal Form 2290 Heavy Highway Tax filing.
• File annual MCS-150 and UCR registrations.

Human Resources

• Oversee payroll functions, including total compensation and benefits tracking.
• Coordinate office operations, assign tasks, and support daily workflow.
• Report deficiencies and issues to the General
• Manager and Owner.
• Maintain databases and records for all properties and companies.
• Manage office infrastructure, including phones, internet/network, computers, and office equipment.
• Create new files and archive old files annually.
• Maintain employee files and track time off, raises, and terminations.
• Handle all business license renewals.
• Complete credit applications as needed.

The ideal candidate must possess the following skills:

• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant
• Strong understanding of office administration responsibilities, systems, and procedures
• Proficient in MS Office (especially Excel and Outlook) and QuickBooks
• Skilled in using office equipment (fax machines, printers, etc.)
• Familiar with email and scheduling tools (Hub, Office365)
• Excellent time management, multitasking, and prioritization abilities
• Strong attention to detail, problem-solving, and communication skills
• Highly organized with the ability to operate in a fast-paced environment
• Creative thinker with a focus on continuous improvement
• College degree preferred

Working Conditions

May be required to travel on occasion for various reasons (DMV, Job bids, etc.)

Physical Requirements

Must be able to stretch, bend, stoop, and kneel on a regular basis

Direct reports
President / Vice President / Controller

Submit your resume here
Or email us info@suchockiandson.com