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Office Manager

Open Position Available for Office Manager – Maintenance Manager

Trimak Building Services is a privately owned and operated, construction management firm that specializes in multi-family and senior living facilities projects within Indiana and Mid-West areas. We are seeking a full-time Office Manager/Maintenance Manager position. We are looking for an ambitious individual that is highly professional, detailed oriented and has a desire to grow.

Responsibilities of this position include:


  • Maintain a reliable office presence during regular business hours

  • Maintain high standards in office presentation and office organization

  • Answer phones, record messages, and respond to inquiries when appropriate

  • Directly to or forward to relevant staff all e-mail and phone inquiries

  • Receive and sort mail, sign for deliveries

  • Purchase office supplies, postage, and groceries


Manage Administrative Details:


  • Maintain all recordkeeping systems, files and filing systems

  • Assist with the project bidding process. (Finding qualified subcontractors)

  • Assist in ordering dumpsters, toilets, trailers, and other miscellaneous items for a project

  • Create, track, and maintain contracts for projects

  • Maintain job folders and project documents

  • Perform notary of the public duties for relevant office documents


  • Type, photocopy, and file all general correspondence, forms, and memos

  • Order blueprints and maintain project documents

  • Maintain (sub)contractor insurance records, W-9 and Lien Waivers


Perform Accounting Duties:

  • Maintain accounts payable and accounts receivable

  • Unter deposits, handle invoicing and bill payments

  • Deposit checks

  • Reconcile bank statements with QB logs monthly

  • Generate Percent Complete reports, QB Journal Entries, Profit and Loss (P&L) reports, Balance Sheets, A/R Aging Summaries, and Cash Flow reports

  • Generate payroll

  • File all required city, state and federal tax payments and form filings according to relevant monthly (e.g., related to payroll), quarterly and annual schedules

  • Organize tax and accounting information for year-end tax filing for external CPA


    Maintenance Coordinator Duties:

  • Receive, log, and distribute maintenance and warranty work orders from facilities.

  • Evaluate maintenance requests, set priorities, and process work orders.

  • Schedules, organizes, staffs, directs, and controls the operations of the maintenance program

  • Communicates and schedules with facility managers

  • Coordinates subcontractors to perform maintenance work too specialized or extensive to be
    performed by the maintenance staff.



  • Proficient in Microsoft Word, Excel, Outlook, Adobe, and Quick Books with fast, accurate computer skills-Preferably construction/cost accounting experience.

  • Strong verbal and written communication skills

  • Excellent organizational skills

  • Must be able to effectively multi-tasking, prioritize, and be a self-starter

  • Must be familiar with payroll tax laws, codes and procedures

Company Benefits

  • Competitive Salary with Performance Based Bonus Structure

  • Health Insurance

  • Paid Time Off Plan (Paid Holidays and Vacation Days)

  • IRA Program with Company Match

  • Equal Opportunity Employer

  • Job Type: Full-time

For further interest or questions email
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